Document Deliverables Manager

EIRE Systems is looking for a Document Deliverables Manager (DDM) for our Hong Kong Office. This is primarily an administrative role but engineering or construction experience would be an advantage. The DDM will report to the HK office manager but will work closely with the project managers and contractor teams to negotiate a successful handover of the project on completion. The 1^st  half of the project will be based in Hong Kong with occasional travel to Macau. For the 2^nd half of the project, the role will be predominantly based in Macau.

The process of generating the project handover documentation commences early in the project so that only testing, commissioning and certification documents and as-built drawings remain to be uploaded at the final stages of the project, this requires advanced planning at a very early stage.

All documentation are stored and managed using the company’s in-house software and the DDM will play a significant role in building the database framework ready to accept the documentation.

“Document Deliverables Management” refers to the process of capturing and storing all documentation required on a major project to:-

• Provide a uniform and effective process to achieve efficient and timely handover of the completed project.
• Ensure that all deliverables are defined, scheduled, planned and managed from start to finish, from the earliest date.
• Provide a mechanism for leadership, monitoring and reporting.
• Provide a fully auditable & accountable system.
• Manage completion planning to provide the linkage between all activities and processes necessary for the successful completion and handover of the project.

We either propose the strategy or tailor it for the specific project.

• Review of Contract Documents – Collate all contractual close-out requirements specific for the project to be undertaken. Capture in a schedule.
• Review specific project ‘Contract Close Out’ requirements.
• Prepare strategy and implementation of ‘Project Close Out’ requirements.
• Co-ordinate and collate all the deliverables documentation.
• Plan and implement strategy for ‘delivery’ methods of deliverables documentation

Then implement the strategy:-

• GAP Analysis – review current status of project close-out procedures to establish gaps in close-out / handover documentation requirements.
• Establish program for close-out documentation
• Set up deliverables dashboard
• Establish ‘Project Completion Plan’ for the project including the close out of all documents.
• Establish all the various ‘Project Deliverables Plans’ for the project (e.g. O&M Plan, As Built Drawings Plan, Warranties & Guarantees Plan etc.)
• Set up ‘Project Completion Meetings’ with the Consultant/Client.

Internal Project Completion meetings

• Liaise with company site team.
• Progress internal issues.
• Attend client / consultant project completion meetings
• Reporting - Project Completion Reports (monthly / biweekly).
• Meetings held monthly initially then bi-weekly as handover approaches).

Skills

• Strong organizational and administration skills
• Attention to detail
• PMP preferred but not essential