Document Controller

Key Responsibilities:

• Analyze Project Inputs: Assess the scope and requirements of documentation based on project inputs.
• Estimate Documentation Effort: Estimate the hours and resources required for documentation activities.
• Review Documentation Requirements: Identify and analyze critical documentation requirements, including penalties, special formats, and contractual obligations.
• Reconfirm Effort Estimation: Reconfirm the documentation effort estimates and adjust accordingly.
• Define Documentation Guidelines: Establish clear guidelines for documentation processes and create a tracking system.
• Set Up Documentation Management: Develop and implement the documentation management process and tools.
• Create Master Document Register (MDR): Coordinate with the Project Manager (PM) to create and maintain the initial MDR.
• Training & Support: Train the project team on documentation processes and tools to ensure proper execution.
• Coordinate with Document Manager: Collaborate with the customer's Document Manager to align expectations and demonstrate internal processes.
• Supplier Documentation Process: Propose and implement processes for managing supplier documentation.
• Consolidate Documentation Plan: Confirm delivery dates and track progress in coordination with the Technical Leader.
• Track Documentation Progress: Use internal tools (e.g., GCP Ops) to monitor the progress of documentation tasks.
• Manage Publication & Workflow: Handle the publication, review, and approval workflow of external documents (e.g., execution, validation).
• Document Prioritization & Feedback: Prioritize document packages and manage feedback from stakeholders (customer, suppliers, site).
• Innovation: Drive improvements in documentation flow, communication, and meeting deadlines.
• Ensure Traceability: Maintain accurate records for traceability and claims.
• Regular Documentation Updates: Regularly update the documentation plan and communicate changes to stakeholders.
• Reporting & Dashboards: Provide consistent reporting and dashboards to the PM and team.
• Archiving: Ensure proper archiving of documents received outside the official portal.
• Project-Specific KPIs: Create and maintain key performance indicators (KPIs) specific to documentation.
• Monitor Subcontractor Compliance: Ensure subcontractors meet documentation performance and compliance standards.
• Progress Reporting: Support the preparation of progress reports for customers and internal leadership.
• Resource Planning: Provide input to the PM for updating the resource plan based on documentation needs.
• Update MDR: Update the MDR to reflect changes due to time-impacting change orders.
• Prepare Final Documentation: Compile and prepare the final documentation in accordance with customer specifications.
• Delivery of Final Documentation: Organize and deliver final documents in both hard copy or digital formats as needed.
• Customer Approval: Ensure customer approval of final documentation before project closure.
• Lessons Learned: Contribute to the Lessons Learned Register, focusing on documentation improvements.

Requirements

• Education: Bachelor’s degree in a relevant field.
• Experience: 0-2 years in managing project documentation.
• Skills:
• • Experience with document management systems (mandatory).
  • Experience with Aconex (preferred).
• Languages: Fluent in English; knowledge of French or German is a plus.
• Independent & Teamwork Skills: Ability to work independently as well as part of a cross-functional team.