Document Controller

Document Control Processes-

Document controllers are responsible for understanding:

• The various project phases and the deliverables produced

• The document control processes and the relationship with other project groups

• The different types of deliverables, controlled and uncontrolled documents and how to classify them in the EDMS

• The procurement bidding cycle and supporting document control processes

• The engineering design cycle processing requirements and the vendor/contract submission cycle and processing requirements

• The commissioning and construction phases including field mark-ups and document control involvement

• The document control quality check requirement for documents being processed.

• The EDMS and Document Control Tasks

• Document controllers must have a thorough working knowledge of the EDMS functionality and all associated document control tools. They are responsible for using the tools to process documents in compliance with standards. They are also responsible for:

• Assisting in setting up distribution matrices in the EDMS.

• Allocating deliverable document numbers as required

• Uploading engineering/ vendor /contractor deliverable stubs/placeholders in the EDMS

• Registering and classifying deliverables and other documents as required in the EDMS

• Managing versions and revisions in the EDMS

• Transmitting deliverables and other documents as instructed by project leads

• Providing reports from the EDMS such as the engineering status and vendor/contractor document submission status, engineering progress measurement, review cycles and assisting in expediting internal reviews

• Managing the transmitting, receiving and distributing of documents to external users

• Auditing meta-data in the EDMS to ensure accurate reporting available

• Ensuring the 24-hour turnaround of requests into document control

• Participating in other project document control initiatives and data management tasks

• Assisting with the final handover of documentation

• Participate in EDMS close-out activities if required

• Upload/capture data on Client’s EDMS if required

• Document Management and Document Control Support.

• Document controllers are responsible for supporting the project by:

• Providing document management support to project participants including support to external users (bidders, vendors, contractors, consultants and client)

• Responding to queries (internally and externally) in a timely and professional manner

• Identifying and escalating issues to the lead document controller

• Assisting the lead document controller in training other document controllers as required.

Requirements
You bring to the role:

• A relevant bachelors or diploma from a recognized college

• Experience of 3 years+ in Document management and control

• Previous document control experience in an engineering project environment (including Vendor/Contractor documentation) or data management environment using an electronic document management system

• Working knowledge in Microsoft Office Applications, Adobe Acrobat, file management tools e.g. Explorer and WinZip and demonstrated ability to learn other software tools

• Ability to accurately and efficiently capture meta-data

• Ability to follow workflows and standards

• Experience in working within a team with ability and willingness to share knowledge

• Proven communication/interpersonal skills to build relationships with the immediate and remote team members.

• Ability to document work tasks (work instructions)

• Ability to train one-on-one or train a team

• Good communication in English and interpersonal skills

Why join us?

• Work with great people to make a difference

• Collaborate on exciting projects to develop innovative solutions

• Top employer

What we offer you?

• Flexible work environment

• Long term career development

• Think globally, work locally