Document Controller

We’re looking for a Document Controller to ensure consistency, accuracy, and traceability of documentation across all projects and functions. You’ll play a vital role in maintaining control of documents from project initiation through to completion and final handover, ensuring information is managed efficiently and in line with company standards. This includes overseeing both physical and electronic documentation such as reports, purchase orders, presentations, technical documents, and system drawings, while maintaining registers and records to support the delivery of Project Lifetime Quality Records (LQRs) to our clients. This role is ideal for someone highly organised, detail-oriented, and committed to maintaining quality and compliance in a fast-paced project environment.

Summary of Role and Responsibilities

• Implement and maintain document control processes and procedures
• Manage all flows of documents either in electronic form or on paper
• Ensure Document Management is carried out according to established procedures or standards (document numbering, formats, issuance, review, dispatch, recording and archiving)
• Maintain and manage electronic and hardcopy documents as required (incoming and outgoing)
• Process incoming documentation (registration, internal distribution, archiving)
• Process outgoing documentation (transmit to client and suppliers/3rd parties)
• Make sure that controlled copies of latest approved documents and drawings are distributed internally and externally (clients and suppliers)
• Ensure control and coordination of project documentation and data
• Ensure all drawings/documentation are correctly identified, distributed and filed/stored
• Monitor the process for review and approval of project documents in accordance with agreed schedules and in cooperation with the Project Managers
• Produce internal and external (clients and suppliers) over-due reports
• Ensure the use of standardised forms and templates
• Set-up and monitor status of projects folders and facilitate project communication process
• Establish and maintain the Master Document Register in cooperation with the project team
• Interact with customers’ Electronic Document Management Systems, such as CEMAR, Dalux, SharePoint, Teamcenter when required
• Ensure document management is carried out according to established procedures and applicable standards, including document registers and trackers
• Quality assure, review and formatting documentation prior to issuance
• Dispatch deliverables using formal Document Transmittal Notes (DTNs)
• Collate, maintain, record and archive (in the form of LQRs) in electronic form and/or paper hardcopies as required by the customer
• Generate and administer project documentation and drawing registers, including tracking data and correspondence records (DTNs), and LQRs
• Process incoming and outgoing documentation and deliverables, ensuring controlled copies are distributed internally and externally and recorded in project associated registers
• Monitor the process for review and approval of project documents in accordance with ITI’s quality assurance policies in cooperation with ITI and customer project managers
• Produce internal and external monthly progress reporting in the form of deliverables tracker status reports, over-due items reports, identified changes, outstanding technical queries, and assisting with other project aspects as required
• Generate project meeting minutes when required
• Assist with any other duties reasonably requested and in line with the requirements of the post.

Summary of Requirements

We are looking for: Experience and Knowledge Computer literate with good MS Office skills (Word, Excel, PowerPoint)