Document Controller

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.
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.