Document Controller

Overview

The Document Controller will oversee the organization and maintenance of current documents, ensuring all records and files are accurate, up-to-date, and managed under established procedures. This role involves coordinating documentation processes including technical drawings, commercial correspondence, and compliance with company and legal standards.

Key Responsibilities

• Maintain and update document control systems and ensure proper review, approval, distribution, archiving, and retrieval of documents.
• Work collaboratively with team members to ensure documentation is accurate and delivered on time.
• Manage electronic documents, drawings, and correspondence through ERP PR processes.
• Set document control objectives, specifications, and key performance indicators.
• Foster professional relationships with specialists, vendors, and clients to resolve conflicts and reduce risks, ensuring deliverables meet quality, schedule, and budget requirements.
• Develop and maintain project deliverable registries and ensure quality assurance of outgoing documents.
• Handle project documentation related to contracts, finances, and handover documents, ensuring proper tracking and storage.
• Create and upkeep project-specific file transfer protocols, monitoring document numbers and revisions.
• Coordinate document flows across multiple offices and implement optimized workflow processes, including daily monitoring and adjustments.
• Collaborate with company teams on document control and distribution management.
• Acquire thorough knowledge of company projects' phases and internal procedures, continually improving understanding.
• Ensure documentation is reliable, approved, and updated to meet end-user needs.
• Maintain a comprehensive filing system and databases to support various operational and administrative functions.
• Document monthly reports, budgets, cost tracking, and other significant records related to current and future data centers.
• Identify and apply industry best practices for document control.
• Provide content for benchmarking and project decision-making reports; generate ad-hoc project reports as needed.
• Communicate sensitive or complex information effectively and tactfully.
• Support preparation and assistance for TOF documents and transition processes for project management specialists.
• Utilize document control systems such as Aconex, SharePoint, Asite, and Viewpoint proficiently.
• Perform other management-assigned duties as required.

Policies and Procedures

Ensure adherence to all relevant departmental policies, standard operating procedures, and instructions to maintain consistent and controlled work methods.

Continuous Improvement

Contribute towards identifying opportunities to enhance systems, controls, and procedures focusing on sustainability, global standards, productivity, and cost efficiency.

Reporting

Prepare and deliver accurate and timely sectional reports and statements in accordance with company standards and requirements.

Qualifications

Education: Degree in Business, IT, Administration, or a relevant discipline.
Experience: Over five years of professional experience, ideally including two to three years in project or data center environments.
Skills: Proficiency in document management systems (DMS), Microsoft Office suite, DocuSign or similar platforms, Aconex, and related project management software.
Capable of identifying and resolving document-related bottlenecks or risks under senior management guidance.
Strong communication abilities, both verbal and written, with sharp analytical skills to locate and extract data.
Effective problem-solving, interpersonal skills, critical thinking, resourcefulness, and ability to work independently with minimal oversight.
Demonstrated leadership in document control and management practices.
Exceptional organizational capabilities and keen attention to detail.