WE ARE RECRUITING!
Job title: Document Controller – Project Development
- Are you a meticulous document controller with a proven history of success?
- Do you enjoy bringing order to a project through document control?
Job Description:
The role of the Document Controller will be to provide support and to assist the project team and Company in the administration of a complete and effective documents and records management function throughout the project lifecycle.
The successful candidate must have great attention to detail and superb communication with a passion for order, consistency and project success. In addition, the successful candidate would have enjoyed experience related to knowledge and information management. The successful candidate would be able to:
- The ability to set up a clear, ease of navigating “filing” system including an automated reminding system of time bars
- The ability to set up a document numbering/naming system that allows the easy “finding” of documents from lists of documents. “Key word” search ability.
Position of the job in the organisation:
The successful candidate will report directly to the Contracts Manager.
Principal responsibilities:
- Establish the document management process(es), set up the agreed electronic document management system and prepare the document management plan to integrate with project-specific requirements
- Control the documentation management lifecycle from compilation, identification, registration, review, authorisation, publishing, notification, filing, distribution, retrieval, archiving and disposal.
- Control the use of transmittals by internal and external stakeholders for the issue and receipt of project documentation.
- Control the compliance of project documentation to all Company documentation management processes and system requirements.
- Provide Document Control to support conformance of project documentation according to overarching document control governance, systems and standards, project-defined work processes, and contractual requirements.
- Coordinate all activities related to the document management procedures, including explaining the document management process to the project execution team.
- Support user requests for documentation and train users in utilising the document management system,
- Prioritise and schedule documentation workflow to actively contribute to an efficient, cost-effective document control support service for the project according to agreed target dates and/or contractual time bars.
- Ensure documents are formatted, numbered, revision controlled and managed by project-defined procedures and standards
- Distribute documents to relevant parties using appropriate matrices and tracking procedures
- Manage workflows for the distribution, review and approval of project documents
- Ensure any project documentation delivered in hard copy format is scanned and saved in electronic format in the document management system. Generate reports from the document management system to track document status; establish and maintain document and drawing registers.
- Manage documents, drawings, operating and maintenance manuals, and data books.
- Manage the internal and external issuing of drawings and documentation, the transmittal process, and support internal and external audits.
- Maintain traceability of project documentation through a clear electronic audit trail and version control for the full lifecycle of any controlled document
- Ensure the required handover documents are available in the correct folders for a streamlined handover and close out the project documentation.
- Establish a document Dashboard
- Responsible for managing all important documents in the project from H&S, compliance, suppliers, contracts and technical drawings
- Keep information accurate and up to date and always protected
- Maintain order and management of all files and documents to ensure easy access at all times
- Maintain and update the relevant spreadsheets and databases as required
- Reporting of outstanding documents required
- Facilitate search, retrieval & issue of documentation by the document numbering system and/or key words
- Approve documents for adequacy before the issue
- Review, update as necessary, and re-approve documents
- Identify the changes and current document revision status
- Ensure the documents remain legible and readily identifiable
- Identify external documents and control their distribution
- Prevent obsolete documents from unintended use
- Protect from accidental moving or overriding of documents
- Apply suitable identification if obsolete documents are retained
- Ensure new documents are entered into the system as required
- Ensure compliance to statutory requirements
- Act as the point of contact with the Contractor, Eskom, LTA, etc for all project related documentation
- Any other job duties associated with this role.
PERSON DESCRIPTION
Experience:
Three years or more in a similar role.
Specific attributes:
- Experienced with MS Suite
- Willingness and proactiveness to work under tight deadlines and take ownership of the tasks assigned
- Proven history in records and document management, including but not limited to control implementation, process and policy creation
- Primarily skilled in collecting & issuing all project documentation
- Secondarily skilled in construction / engineering environment and relevant documentation
- Experience with an Engineering Document Management System (EDMS) such as Encompass or other, in synchronization with Microsoft SharePoint
Desirable attributes:
- Fulfilled a similar role in the renewable industry on utility-scale projects.
- Some knowledge of engineering terminology/project
What Does Success Look Like?
By month 3:
I will be familiar with the project categories and have created a filing system and register shared by all.
By month 6:
I will be accountable for all documentation regarding the project and its accuracy, location, file names and register
By month 12:
I confidently explain the document process and guide other Document Controllers in the SolarAfrica way.
Core Values:
We hire, reward, and recognise our team against these values. It is imperative that you believe in these values and demonstrate them consistently.
- We are passionate and proud of what we do.
- We communicate candidly, especially when it is difficult
- We take the initiative, share our mistakes, and grow together
- We are dependable and take accountability
- No one person is bigger than the solution - no egos.
