Document Controller Specialist

Job Description Summary

The Project Lead Document Controller supports the Project Engineering Director / Project Director to manage project documentation deliverables by providing comprehensive document control and management system. He defines and implements a document control process based on Grid Solutions rules and policies and customized for the project as per contractual requirement, covering the review, publishing, storage, and use of technical documentation, supported by the Document Management System (DMS). The Candidate owns and maintains the Project Master Document List which is the governing instrument for the process. Under the responsibility of the Project Director(PD) / Project Engineering Director (PED), Candidate is the single point of contact with customer for contractual technical document transmittal. Candidate works in close cooperation with all engineering teams, Project Managers and Project Engineering Managers, as well as customer representatives and external partners subcontractors and suppliers.

Job Description

Document management process

• Liaise with customers/partners to follow-up the project documentation deliverables
  
  
• Support the PD/PED in the Document Management process definition and deployment
  
  
• Prepare project procedures related to the Document Management process
  
  
• Ensure that all relevant Document management procedures are adhered to by involved parties (participating units, subcontractors)
  
  
• Organize ROE on Document Management according to project process.
  
  

Document management system

• Assist, organize and conduct Documentation Management System training to end users
  
  
• Provide functional assistance to project team
  
  
• Create all necessary drawing lists/ document lists
  
  
• Manage all project document transactions for the company ensuring all relevant information is accurately recorded on the Document Management System.
  
  

Client interface

• Submit documents to customer & check that submission status are integrated (for information/approval)
  
  
• Track customer comments and answers, along with document resubmission
  
  
• Manage customer return status of project documentation within the Document Management System
  
  
• Prepare transmittal with defined deliverables list & submission dates
  
  
• Record all necessary document receipts.
  
  

Final documentation

• Provide all necessary assistance to the Site management for documents used during the construction phase.
  
  
• Record mark-up in accordance with Site Manager directly or coordinate this task if delegated to any participating unit
  
  
• Record final documentation for the project
  
  
• Support collation, storage and archiving of all project manuals with O&M Coordinator
  
  
• Archive all project documents at the end of the project in electronic and paper form if required.
  
  

Monitoring & reporting

• Proactively monitor and maintain the document deliverables list with the guidance of the Project Director
  
  
• Produce weekly and monthly reports and statistics to inform the project team of the status of the documentation
  
  

Quality

Control data attributes of any documents in line with project requirements, work with subcontractors and partners to implement corrective action methods (form of document to be checked by project lead team)

• Ensure that all printing, collating, packaging and posting of documents to the required parties is carried out to the standards specified and within the required timescales.
  
  
• Comply with Quality Procedures, GE work instructions and Processes, Grid Engineering Management Hand-book (EMH), Grid Project Management Handbook (PMH) and on site
  
  
• Report or resolve any non-conformances and process in a timely manner.
  
  

Health and Safety

• Demonstrate commitment to safety through participation in formal and informal discussions
  
  
• Adhere to all safe working procedures in accordance with instructions
  
  
• Ensure safety work instructions are complied
  
  
• Participate in the resolution of safety issues.
  
  
• Initiate actions to improve health and safety where needed.
  
  

Performance Measurement

• Quality metrics delivered on doc management for project communication
  
  
• Document quality checklist implementation
  
  
• Accurate monitoring of project documentation
  
  
• Compliance to quality procedures & accurate quality records.
  
  

Desired Profile & Experience

• Most suitable candidates will possess an engineering-related degree,
  
  
• English language proficiency basic to advanced, depending on project environment
  
  
• Experience of direct contact with customers and subcontractors’ representatives
  
  
• Good understanding of engineering processes and document control systems.
  
  

General knowledge of engineering technical terms.

• Proficiency in the following software:
  
  
• Microsoft Office package (Excel at intermediate level) and Microsoft Visio
  
  
• CAD/AUTOCAD (basic level)
  
  
• Adobe Acrobat Professional
  
  
• Knowledge of Documentation Management System tool is a plus
  
  
• Quality oriented, Structured and organized
  
  
• Strong Communication skills within project team members and management
  
  

Additional Information

Relocation Assistance Provided: Yes

---