Senior Document Controller

During the Selling Phase:

Analyze project inputs to assess documentation scope and requirements
Estimate the hours needed for documentation activities
Identify key documentation-related elements such as penalties, special requirements (e.g., hard copies, translations), and contractual obligations

Initiation & Setup Stage:

Review and analyze project documentation requirements
Reconfirm documentation effort estimation
Highlight critical documentation aspects (penalties, special formats, etc.)
Define documentation guidelines and establish a tracking and follow-up system
Set up the documentation management process and tools
Create the initial Master Document Register (MDR) in coordination with the PM
Train the project team on documentation processes and tools
Coordinate with the customer's Document Manager to align on expectations and demonstrate internal processes
Propose and implement a documentation process for suppliers

Monitoring & Control Stage:

Consolidate the documentation plan and confirm delivery dates with the Technical Leader
Track documentation progress using internal tools (e.g., GCP Ops)
Manage the publication and workflow of external documents (e.g., for information, execution, validation)
Prioritize document packages and manage feedback from all stakeholders (customer, suppliers, site)
Identify critical documents based on project milestones and customer needs
Drive innovation to improve documentation flow, communication, and deadlines
Ensure traceability for claims and maintain accurate records
Generate and manage transmission forms for contractual documents
Regularly update the documentation plan and communicate changes
Provide consistent reporting and dashboards to the PM and team
Ensure proper archiving of documents received outside the official portal
Create and maintain project-specific KPIs
Monitor subcontractor documentation performance and compliance
Support the preparation of progress reports for both the customer and internal leadership
Oversee documentation during construction and installation phases
Define and prepare the final documentation package

Integrated Change Control:

Provide input to the PM for updating the resource plan based on documentation impacts
Update the MDR to reflect changes resulting from time-impacting change orders

Project Closure:

Compile and prepare final documentation in accordance with customer requirements
Organize and deliver hard copies or digital formats as needed
Ensure customer approval of final documentation
Contribute to the Lessons Learned Register from a documentation perspective

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