Lead Document Controller
Job Description and Qualifications:
We are currently looking for a Lead Document Controller to join our client’s team in Germany or Austria!
The role's objective is to manage all document control resources on a project as per the work processes established by the global document management system and regional requirements.
The candidate must have proven experience in document management systems and technology applications that are broadly adopted by the project delivery organisation. The candidate should have experience with in-depth knowledge of typical document management system workflow and be able to supervisor document controller technicians on the project. This individual will work closely with all key stakeholders, including Project Management, Engineering, Procurement, Construction, Commissioning, Operations, and Project Controls to implement a robust work processes and drive efficiencies of the document control team within the project
As the lead document controller, you will:
Implementing the document management requirements for the project
Supervising and leading the project document control resources
Setting up the project in a consistent manner in accordance with the approved work processes and systems.
Define and communicate the project document controller scope split ensuring there is a clear alignment on the distribution of work for the multi-office execution model.
Maintain staffing plan, budget, and schedule for the project scope as per the agreed project KPI.
Develop a project specific data and document execution plan using the standard global template to deliver the project requirements including interfaces with Joint Ventures, Partners, Customers, and 3rd Party Service Providers and Suppliers.
Establish the project document management file structure, review and approval matrix, access control, submittal review, reporting requirements, close out and record retention, and final archiving activities, including Handover to Operations for the region.
Identifies the level of electronic communication (connectivity) and support functions to be provided at the construction site and make recommendations to project management.
Ensures that required pre-qualification of contractors/suppliers with respect to the data and document management capabilities are undertaken; integrate the technology needs of the project with the capabilities of the contractors, vendors, and client; propose/provide methods for connectivity and consulting to implement technology, if required
Guide and coach document controller technician on the project.
Direct work activity of the document controller task force team
Manage main customer documentations/electronic receipt, recording, tracking, reporting, and disposition of related documents in a timely manner
Perform complex document control duties and analytic tasks.
Establish the appropriate reporting structure to keep the project leadership informed of the document status, exceptions, and expediting requirements.
Implement and maintain document control processes and procedures
Develop and maintain the Document Management System (In House EDMS Software)
Lead all flows of documents either in electronic form or on paper support if required.
Ensure Document Management accordingly to established procedures or standards (Document numbering, formats, issuance, review, dispatch, recording, and archiving).
Maintain and handle electronic and hard copy documents as required.
Process incoming documentation (registration in the EDMS i.e. In House Tools, internal distribution, archiving).
Process outgoing documentation (transmit to Client and Suppliers/3rd parties).
Makes sure that controlled copies of the latest approved documents and drawings are Distributed internally and externally (Clients and Suppliers).
Ensure that all documentation and progress reports are produced on time as required and that regular exception reports on late documentation are made available for management review.
Ensure control and coordination of projects documentation and data.
Ensure all drawings/documentation are accurately identified, distributed, and filed/stored.
General document control activities such as photocopying, scanning, analysis of supplier’s documents compliance with Project standards regarding numbering and all other aspects related to document quality.
Assistance in the preparation collation and issue of reports and registers as may be required.
Produce internal and external (Clients and Suppliers) over-due reports.
Ensuring the use of standardized forms and templates.
Establish and maintain the Master Document Register in agreement with the Project team.
Constantly review the suitability of Document Management System reports for Project requirements, and request changes through Manager - Document Control/Line Manager.
Frequently check that all record files required by the Project are being maintained in good order to stay in sync with QA requirements.
Co-operate closely with archiving/Final Dossier personnel such that final project dossier, scanning, and archiving can be compiled accurately.
You will have:
Critical Competencies
Knowledge of document control work processes in the project execution and operations handover
Strong working knowledge of applications used on large projects, e.g., Documentum, Coreworx, Opentext, Aconex, etc.
Strong communication skills (written and verbal) in English and German.
Strong facilitative skills, including presenting to cross cultures and geographies.
Thrives in a fast-paced environment
Thorough understanding of technical and commercial document control management process.
Critically evaluate information gathered from multiple sources and reconcile conflicts.
Preferred Qualifications:
Associate degree or High School Diploma
10 years of relevant professional experience.
Experience in leading the document control effort
Experience in executing projects using document management processes
What We Offer:
Our client works in an environment where diversity is essential, inclusion is our culture, and each person knows they belong and matter
About NRL
The NRL Group connect global engineering companies with the right people to bring their projects to life. Supporting contracting companies with their energy transition plans and working with our clients to build a cleaner, greener future.
We welcome applications from every walk of life and are committed to driving diversity within the industries we support, as a certified Inclusive Recruiter and armed forces friendly employer. We’re committed to making online job searches safe, you can find out more by searching for JobsAware.