Project Document Controller

2 months ago

Johannesburg, South Africa EDF Renewables Full time

ROLES AND RESPONSIBILITIES

Main purpose of the role:
Secure and maintain best practices concerning document management and control. Perform project administration and document control functions for the Project Team. The position is responsible for interfacing with and providing support to the Sponsors, Project Managers, Engineering and Construction Support teams during the execution of the Project.

Key responsibilities:
The Document Controller shall perform the following:

General:
- Manage user access to the Document Management System
- Ensure good communication, change management and support to Project Team members, and Contractors Document Controllers as the case may be, regarding Document Management processes and tools. Ensure compliance with these processes.
- Liaise with IT Department for the implementation of relevant evolutions / improvements of the Document Management System
- Ensure the accessibility and quality of the Project documentation on the dedicated tools.
- Coordinate the transfer process of documentation with relevant parties (including reception, dispatch, follow-up and quality control)
- Ensure a smooth flow and traceability of Project documentation
- Record, follow-up and reporting of KPI's as well as other statistics measuring quality of the Document management
- Provide relevant input for the project reporting (including physical progress associated to documentation)
- Single point of contact (if not delegated to the work package document controller) for the Contractors on all issues related to project Document Management Process
- Liaising with the Contract Manager, support the setup and operation of the correspondence management and recording system

Documentation Management:
- Ensure the project Document Management System is operational and can be used by all relevant parties
- Implement the company SharePoint filing structure for the Project document management and exchange requirements for contractors.
- Administer the Electronic Document Management System (EDMS) provided by EDFR, and ensure compliance with the EDMS for all relevant correspondence, transmittals, and archiving for the project.
- Set up filters, reports, and administer the EDMS system, and provide training to project team members and contractors as directed.
- Manage the document review process, including checking the quality of documents received, initiating the design review process, and supporting the Engineering Manager during the engineering review process (status monitoring, reminders to the project team).
- Ensure that all documents are properly classified and labelled according to the project's document control system.
- Facilitate communication between different parties involved in the project to ensure that all stakeholders are aware of the status of the documents and any changes or updates.
- Develop and deliver training programs to educate project team members and contractors on the document management process and procedures.
- Continuously review and improve the document management system to ensure that it is meeting the needs of the project and is aligned with industry best practices.

Documentation Control and Archiving:

- Ensure that all documents are properly archived and stored within the EDF-RE SharePoint system to comply with the company storage requirements.
- Control and archive all construction documents, including site design changes, as-built drawings, safety audits, inspection forms, certifications, construction schedules, site acceptance test, transmittal of documents to and from BOP, WTG, PV subcontractor.
- Ensure all contractor's documents and associated reviews are properly registered and available on the EDMS for review by the Project Team and the EPC Engineer.
- Establish and maintain a documentation status register for all the project, and in particular the engineering reviews process.

Project Administration Support:
- Ensure timely collection of required documents from contractors and coordinate with their document controllers for efficient contractor management.
- Support and assist the Project Team and Commercial team with supporting document compilation for Project milestone payment claims.
- Support the project team with project administration, in particular reporting obligations to third parties.

Communication and reporting:
- Effectively communicate company values and objectives.
- Support internal team with reporting and preparation of external reporting to the Client.
- Interfacing and coordination with internal and external stakeholders and the corporate team as required.

Health and Safety Responsibilities:
- Employees are responsible for ensuring they fully understand the health and safety risks involved in their work activities and their responsibility to apply the controls needed to manage those risks to acceptable levels. Similarly, where work activities can have an adverse impact upon the environment, and particularly where there are legal requirements, employees are responsible for understanding those impacts and the controls they must ensure are applied.

REPORTING RELATIONSHIPS

The position reports directly into:
Project Engineering Manager

QUALIFICATIONS AND CERTIFICATIONS

Must-have Qualifications and Certifications:
Minimum Grade 12
A tertiary qualification (Diploma or certificate) in administration or equivalent.

RELEVANT EXPERIENCES

Must-have years of professional experiences:
Minimum 5 years work experience as Project Document Controller on construction projects.
Exposure and knowledge of renewables project execution will be a plus.

COMPETENCIES

Technical competencies:
Exposure and knowledge of multiple project execution will be an added advantage.
Exposure and knowledge of thinkProject and key 360 software will be an added advantage.
An excellent working knowledge of MS Office, and in particular Microsoft Excel.

Behavioral competencies:
Proactive, with high level of entrepreneurship, energy level and motivation,
Team worker with sense of the common good,
Detail orientated– able to follow up on details, monitor and report on progress,
Good communication skills – reliable and trustworthy,
High social and intercultural competence.
Above average report writing skill, with good spelling and grammar acumen.
Analytical thinking with focus on customer and goal achievement.
Speaks and writes English fluently. Good knowledge of another language is an advantage.

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