Principal Lead

Reference Number : PNF-JHB-DOCL

Job Purpose : The Lead Document Controller will manage and oversee the entire document management lifecycle for our large-scale projects, ensuring compliance with contractual, regulatory, and industry standards.

This role involves developing, implementing, and continuously improving an Electronic Document Management System (EDMS) to support contract management, engineering and design, safe construction, and commissioning phases.

Qualifications / Experience :

1. Education & Certifications : BTech in Business Administration, Engineering, Information Management, or a related field. Certification in Document Control (e.g., ISO Document Control Certification) is a plus. PMP (Project Management Professional) or PRINCE2 certification can be beneficial for the project-based environments.
2. Experience : 7+ years of experience in document control, ideally in engineering, construction, or EPC (Engineering, Procurement, and Construction) projects. Proven track record of managing document control teams and systems in large-scale projects. Experience with regulatory compliance and industry standards (e.g., ISO, OSHA, API).
3. Technical Skills : Proficiency in Electronic Document Management Systems (EDMS) like Aconex, SharePoint, Procore, or Documentum. Strong understanding of metadata tagging, version control, and document workflows. Knowledge of engineering and construction documents, including contracts, drawings, specifications, and reports. Familiarity with regulatory and legal requirements for document retention and archiving.
4. Soft Skills : Leadership and team management abilities. Strong communication and stakeholder engagement skills. Analytical and problem-solving mindset. High attention to detail and organizational skills. Valid driving license or own transport.

Required Outputs and Responsibilities :

1. Development & Implementation of the Document Management System (DMS) : Define and implement document control processes to align with project execution requirements. Configure and maintain an Electronic Document Management System (EDMS) to support contract management, engineering design, construction, and commissioning. Ensure a standardized naming convention and classification system for all project documents.
2. Document Control & Compliance : Oversee the receipt, distribution, tracking, and archiving of all project documents. Ensure version control is maintained to avoid errors and discrepancies. Manage document workflows for review, approval, and transmittal between project stakeholders. Ensure compliance with contractual, regulatory, and ISO standards for document retention and traceability.
3. Coordination with Project Teams : Work closely with engineering, procurement, construction, safety, and commissioning teams to ensure documentation needs are met. Facilitate communication between contractors, suppliers, and internal teams for document submission and approval. Maintain a document review and approval matrix for all stakeholders.
4. Training & Support : Train and guide team members on document control procedures and the use of the EDMS. Provide support to engineers, managers, and contractors on document retrieval and submission processes.
5. Reporting & Audits : Generate periodic reports on document status, approvals, pending actions, and compliance issues. Prepare documentation for internal and external audits. Conduct periodic audits to verify adherence to document control policies.
6. Closeout & Handover Documentation : Ensure all project documents are properly compiled for project handover. Maintain final as-built documentation, O&M manuals, test certificates, and regulatory approvals for the commissioning phase. Organize document archiving for future reference and legal compliance.

Key Success Metrics :

1. % compliance with project documentation policies and procedures.
2. Minimal document-related delays in engineering, procurement, construction, or commissioning.
3. Efficient tracking and retrieval of project documents.
4. Seamless document transitions during project handover.

Personal Attributes :

1. Ability to build relationships.
2. Attention to details.
3. Ability to prioritize and manage time.
4. Excellent communication skills.
5. Work under pressure.
6. Team-player.
7. Take ownership.
8. Proactive, energetic, flexible.
9. Self-starter.
10. Professional and presentable.

Should you see yourself advancing in an exciting company such as Proconics, forward your CV stating the reference number as well as the name of the position in the subject line to : Email :

Date : 3 March. Proconics is an equal opportunity employer. Feedback will be given to shortlisted candidates.