DOCUMENT CONTROLLER
Responsible for collection, distribution, retention and archiving of documents through document management systems and work processes.
Ensures all technical documentation associated with the assigned project scope is registered, filed, transmitted, and archived in compliance with document management procedures.
Levels I-V reflect increasing levels of expertise and responsibility, see levelling guidance for further information
KEY ACCOUNTABILITIES & RESPONSIBILITIES
KEY ACCOUNTABILITIES & RESPONSIBILITIES
Register and transmit internal, vendor and client documentation for the project.
Check documentation to ensure that formats comply with company and client standards.
Archiving Project and Corporate Records, either hardcopy or electronically; and the identification, indexing, transfer, storage, protection, retrieval, retention and disposition of the records.
Ensure all project documentation is imported into document management system and filed accordingly
Ensure all documentation is transmitted to the client as per client requirements and in an expedient manner
Archiving and retrieval of historical documentation
Quality check of all Documentation prior to issuing/transmitting to client
Responsible for the handling of requests for new Document numbers/hard copy documentation
Scanning, printing and copying of project documentation
Process and record accurately all technical documentation in accordance with agreed procedures
Ensure that hard copy and electronic record files as required are maintained in good order to comply with QA requirements
Run document control reports (if available and required) from the applied company or project document control system.
Ensure document management procedures satisfy project, client and regulatory requirements
Independently handle all aspects of Project documentation utilizing various document control practices and Electronic Document Management Systems (EDMS)
Monitor progress of in-house and Client reviews of technical data
Contribute to compilation of final project dossiers, as built portfolios and archiving
Establish a systematic and comprehensive Project Filing System
Produce exception reports, comment overdue reports and any other reports for Project Management review
Maintenance of the project’s document storage structure
WORKING RELATIONSHIPS
Internal:
Establish and maintain effective working relationships and communicate across the project / contract interfaces.
Operates within local organization and accomplishes work through effective consultation with more senior professionals
Deals directly with immediate supervisor, co-workers and team members
External:
Engages in exchanges of information
LEVEL OF INFLUENCE & DECISION MAKING AUTHORITY
Actions and decisions typically have limited impact on the results of the project or department. Results are short-term and immediately obvious.
Solves problems and makes judgements within established guidelines and procedures.
Manuals, instructions, procedures and precedents are generally available for guidance.
PERSON SPECIFICATION
Qualifications:
Minimum ISCED Level 3 (Secondary education)
Knowledge, skills, and experience:
Knowledge of MS Office
Knowledge of SharePoint/Documentum/ProjectWise or similar electronic document management system
Knowledge of Adobe
Communication skills - both written and verbal
Skills in word processing, spreadsheets, database applications and electronic data management systems
Personal attributes:
Excellent organisational skills and a logical and ordered approach
Effective communication and interpersonal skills
Strong team player
Ability to work in a high - pressure environment, pay strict attention to detail and ensure the accuracy of the outputs