Data Clerk at Reputable Company

We are seeking a detail-oriented Data Clerk to join our team and manage our organizational information. The Data Clerk will be responsible for inputting, organizing, and managing our database to ensure accuracy and completion. The ideal candidate has strong communication skills, is able to collaborate with multiple departments, detail-oriented and should be able to speak Chinese.

Job Description/Requirements

Job Description:

Project Document Management

• Responsible for the collection, organization, archiving, and safekeeping of various project documents, drawings, contracts, change orders, etc.
• Establish and maintain a comprehensive filing system to ensure documents are clearly categorized, properly numbered, and easy to retrieve.
• Regularly check the completeness of records to prevent loss or damage and ensure all documents meet archiving requirements.

Document Receiving, Dispatching, and Circulation

• Responsible for the receipt, registration, dispatch, and tracking of documents within the Engineering Department and between external parties (such as design institutes, contractors, supervision units, etc.).
• Ensure timely circulation of documents and maintain detailed records to avoid delays or omissions.
• Follow up on document approval processes to ensure that signatures, stamps, and other formalities are completed properly

Data Archiving and Submission

•  Organize and archive various documents generated during construction in accordance with company or industry standards (such as project completion documentation guidelines).
• Assist in compiling completion documents to ensure they meet acceptance and archive handover requirements.
• Regularly submit reports related to project progress, quality, etc., to relevant departments or superiors.

Meeting Minutes and Document Preparation

• Attend project meetings, take meeting minutes, and distribute them to relevant personnel.
• Assist in preparing weekly reports, monthly reports, or other project-related documents and presentations.

System and Electronic Document Management

• Use project management software (such as OA, ERP, or other project management systems) to input and update documentation.
• Responsible for backing up, storing, and securing electronic files to ensure data traceability.

Compliance and Confidentiality

• Ensure that document management practices comply with company policies, industry standards, and legal/regulatory requirements.
• Strictly enforce confidentiality policies to prevent the disclosure of sensitive information.

Other Support Tasks

• Assist the Engineering Department with routine administrative tasks, such as material registration and attendance tracking.
• Cooperate with audits and inspections by providing required documentation.

Job Requirements

• Familiar with engineering document management processes and knowledgeable about the standards for compiling construction and completion documentation.
• Proficient in using Office software, CAD viewing tools, and document management systems.
• Able to read and write Chinese; strong sense of responsibility, attention to detail, and good communication and coordination skills.
• Prior experience in document control or data clerk roles within the construction or engineering industry is preferred.