Reporting & Document Control Executive

Role Overview

Reporting & Document Control Executive at White Spot Facilities Management. This role manages all reporting workflows, document control, and information coordination across the organization.

Role Purpose

Establish and maintain accurate, current reporting systems and a comprehensive document register. Ensure senior leadership has timely, reliable information for decision-making while enforcing strict version control and data integrity across all departments.

Key Responsibilities

Reporting & Submissions

• Collect weekly reports from all designated stakeholders.
• Chase missing and late report submissions.
• Compile the weekly management pack for the Group General Manager without altering owners' information.
• Escalate missing information and overdue actions to the Group General Manager.

Action & Document Tracking

• Maintain the Master Action Tracker and follow up on overdue actions.
• Maintain the Master Document Register covering proposals, contracts, minutes of meetings, reports, quotations, letters of authority, operational trackers and supporting evidence.
• Control document versions and identify missing, outdated, duplicate or superseded documents.

Information Management & Coordination

• Maintain the future cloud and database filing structure to ensure documents are quickly retrieved.
• Coordinate with HR, Operations, Business Development, Finance, Procurement, Hospitality, Snagging/DLP, Lagoons and F72 to keep information current.
• Escalate data inconsistencies to the Group General Manager.

Qualifications & Experience

• Highly organized with strong Excel skills.
• Document control experience.
• Comfortable engaging with and chasing senior stakeholders.
• Analytical ability to identify missing and inconsistent information.

Skills & Competencies

• Extremely disciplined with confidentiality and version control.
• Attention to detail and accuracy in data management.