Document Controller

Description

Key responsibilities:

• Analyze project inputs: assess the scope and requirements of documentation based on project inputs.
• Estimate documentation effort: estimate the hours and resources required for documentation activities.
• Review documentation requirements: identify and analyze critical documentation requirements, including penalties, special formats, and contractual obligations.
• Reconfirm effort estimation: reconfirm the documentation effort estimates and adjust accordingly.
• Define documentation guidelines: establish clear guidelines for documentation processes and create a tracking system.
• Set up documentation management: develop and implement the documentation management process and tools.
• Create master document register (MDR): coordinate with the project manager (PM) to create and maintain the initial MDR.
• Training & support: train the project team on documentation processes and tools to ensure proper execution.
• Coordinate with document manager: collaborate with the customer's document manager to align expectations and demonstrate internal processes.
• Supplier documentation process: propose and implement processes for managing supplier documentation.
• Consolidate documentation plan: confirm delivery dates and track progress in coordination with the technical leader.
• Track documentation progress: use internal tools (e.g., GCP Ops) to monitor the progress of documentation tasks.
• Manage publication & workflow: handle the publication, review, and approval workflow of external documents (e.g., execution, validation).
• Document prioritization & feedback: prioritize document packages and manage feedback from stakeholders (customer, suppliers, site).
• Innovation: drive improvements in documentation flow, communication, and meeting deadlines.
• Ensure traceability: maintain accurate records for traceability and claims.
• Regular documentation updates: regularly update the documentation plan and communicate changes to stakeholders.
• Reporting & dashboards: provide consistent reporting and dashboards to the PM and team.
• Archiving: ensure proper archiving of documents received outside the official portal.
• Project-specific KPIs: create and maintain key performance indicators (KPIs) specific to documentation.
• Monitor subcontractor compliance: ensure subcontractors meet documentation performance and compliance standards.
• Progress reporting: support the preparation of progress reports for customers and internal leadership.
• Resource planning: provide input to the PM for updating the resource plan based on documentation needs.
• Update MDR: update the MDR to reflect changes due to time-impacting change orders.
• Prepare final documentation: compile and prepare the final documentation in accordance with customer specifications.
• Delivery of final documentation: organize and deliver final documents in both hard copy or digital formats as needed.
• Customer approval: ensure customer approval of final documentation before project closure.
• Lessons learned: contribute to the lessons learned register, focusing on documentation improvements.

Requirements

• Education: bachelor’s degree in a relevant field.
• Experience: 0-2 years in managing project documentation.
• Skills:
  • Experience with document management systems (mandatory).
  • Experience with Aconex (preferred).
• Languages: fluent in English; knowledge of French or German is a plus.
• Independent & teamwork skills: ability to work independently as well as part of a cross-functional team.