Document Controller

3 weeks ago

Sandton, South Africa Jobs 4 All Full time

Position: Document Controller - Sandton

Purpose:
The Document Controller is responsible for the efficient and effective management of documentation throughout all stages of a project. This includes establishing and maintaining document control systems, procedures, and tools to ensure the accuracy, accessibility, and proper handling of project-related documents. The Document Controller plays a crucial role in promoting a responsible and compliant document control approach, while adhering to safety, quality, engineering, and business considerations. The primary goal of this role is to ensure successful project close-out document handover and support the overall project management process.

Reporting to : Project Manager

Qualifications/ Experience:

- Demonstrated history of at least 7 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.
- Proficiency in using electronic document management systems and document control software.
- High level of computer literacy, including proficiency in MS Office Suite.
- Knowledge of construction project management processes and terminology is highly desirable.
- Bachelor's degree in a relevant field or equivalent experience.

**Responsibilities**:

- 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 timeframes.
- 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.
- 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.
- Pro

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