Document Controller
5 months ago
Establish a procedural framework for identifying, collecting, distributing, and filing controlled documents for the project.
Develop and maintain document control procedures, ensuring they align with industry best practices and participate in the development and implementation of document control tools.
Ensure compliance with the client's standards and remain updated on any new initiatives that may impact information control or distribution on the project.
Input accurate and up-to-date document data into standard registers, maintaining data integrity.
Distribute controlled copies of approved documents and drawings to relevant staff, subcontractors, and suppliers as applicable.
Maintain comprehensive records of all approved documents and drawings, including their distribution and accessibility. Facilitate document control audits for both the company and contractors, ensuring compliance with established procedures. Provide training and guidance to both the company's and contractors' document control centers to ensure accurate data capture within agreed time frames.
Ensure all necessary controlled document sets are up to date, readily available, and audited, adhering to numbering, layout, tracking, change control, distribution, access, retrieval, use, storage, preservation, retention, and disposition requirements.
Utilize transmittals for the efficient distribution of documentation.
Identify project-specific document control requirements and pre-allocate document numbers accordingly.
Generate status reports on deliverables and maintain an action list for outstanding items.
Verify and implement change control processes to ensure document accuracy and integrity.
Ensure compliance with ISO 9001, Project Quality Management Plan, and employer requirements.
Generate reports on document controls, including document status, redundant documents, adherence to templates and procedures, and training-related issues.
Manage controlled registers to track and monitor document revisions effectively.
Ensure the availability of the latest revisions of controlled documents to the project team and maintain traceability.
Assist in the complete handover of documents at the end of the contract by compiling all required data packs.
Ensure thorough project close-out, including all As-Built documentation.
**Personal Attributes**:
Strong commitment to promoting and upholding responsible document control practices.
Detail-oriented with excellent attention to accuracy and precision in document management.
Exceptional organizational skills to handle large volumes of documentation and maintain comprehensive records.
Strong problem-solving and decision-making abilities, with a proactive approach to resolving issues.
Excellent time management skills and the ability to prioritize tasks effectively.
Excellent communication and interpersonal skills to collaborate with project teams, contractors, and clients.
Ability to work independently and collaboratively in a fast-paced, deadline-driven environment.
High level of integrity and professionalism in handling confidential and sensitive information.
Strong work ethic and commitment to meeting project requirements and deadlines.
Continuous improvement mindset, seeking opportunities to enhance document control processes and systems. Adaptability and flexibility to accommodate changing project needs and priorities.
Ability to work well under pressure and multitask efficiently.
Proven ability to work effectively in a cross-functional and multicultural environment.
Strong commitment to maintaining a safe and compliant work environment.
Excellent attention to detail and ability to identify errors or inconsistencies in documentation.
Positive attitude and a team player who values collaboration and knowledge sharing.
Continuous learning mindset, staying updated on industry trends and best practices in document control management
Bachelor's degree in a relevant field or equivalent experience
Demonstrated history of at least ten years working as a Document Controller on small to large-scale projects and business entities in industries such as Renewable Energy, Power, Engineering & Manufacturing, Transport & Logistics, and Construction.
Proven experience in establishing and managing document control systems, procedures, processes, tools, and software packages.
In-depth knowledge of document control best practices, standards, and compliance requirements.
Familiarity with ISO 9001 and Project Quality Management Plan.
Proficiency in using electronic document management systems and document control software
Strong attention to detail and organizational skills, with the ability to handle large volumes of documentation accurately and efficiently.
Excellent communication skills, both written and verbal, with the ability to effectively collaborate with project teams, contractors, and clients.
High level of computer literacy, including proficiency in MS Office Suite.
Strong pro
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