Project Document Controller

About the Job

Responsible for handling, organizing, and distributing, all project documents, including but not limited to drawings, contracts, specifications, and other correspondence related to project. Ensures that all documents are accurately recorded, sorted, filed electronically and physically (if needed), and distributed to the appropriate internal & external parties. Maintaining document control systems, tracking revisions and updates, and ensuring compliance with company, client, and industry standards. Supports Project Managers with retrieval of documentation requirements. Provide direct assistance coordinating document reviews, handling document approval processes, and providing support during audits and inspections. Overall, the document controller plays a crucial role in maintaining the integrity and organization of project documentation throughout the project life cycle.

Document controller plays a crucial role in managing and organizing documents within an organization. Their primary responsibility is to ensure that documents are properly created, reviewed, approved, and archived in accordance with organizational procedures and industry standards.

Key tasks and responsibilities

1. Document Creation and Formatting:

• Create templates for various types of documents. Developing and implementing quality standards & quality control
• Periodic review of Quality Management System (QMS) system and improvising to meet the industry standards.

• Rewiewing reports of testing materials, equipment certificates, processes and products as per approved Inspection and Test Plan (ITP) & project specification to ensure quality management systems are met.
• Tabulate and document data (e.g. Report, MDR &, etc) relating to products, processes, materials, its qualities, and reliabilities.
• Preparing quality documentation procedures as per clients requirements for submission.

• Ensurethatdocumentsadheretotheorganization's formatting and styling guidelines. Inline with the client's requirement as well.
• Verify that all necessary information is included in the documents.

2. DocumentReview, Distribution andApproval:

• Ensure documents are sorted correctly and distributed to relevant stakeholders for review.
• Track and follow up on the status of document review and approval.
• Ensure review documents are uploaded on relevant portals.
• Ensure that the correct versions of documents are circulated.

3. Version Control:

• Maintain a version control system for documents to track changes and updates.
• Clearly label and document revisions to avoid confusion.

4. Document Retrieval and Archiving:

• Establish and maintain an organized document filing and retrieval system.
• Archive obsolete or outdated documents according to the organization's retention policies.

5. Communication:

• Facilitate communication between different department.
• Respond to inquiries related to document status, location, or other relevant information.

6. Continuous Improvement:

• Find opportunities for process improvement within the document control system.
• Implement best practices to enhance the efficiency and effectiveness of document control processes.

7. Software and Tools:

• Apply document management software and tools to streamline processes.
• Stay updated on advancements in document control technology.

8. Training and Awareness:

• Provide training to staff on document control procedures and policies.
• Foster awareness of the importance of document control within the organization.
• Self-motivated.
• Communicate efficiently to avoid ambiguity.
• Build good relationships and work well within a multi-disciplined team.
• Ability to build engineering concepts from scratch.
• Learn about new products and adapt new ideas quickly and accurately.
• Proficient in both written and spoken English.
• See challenges as opportunities

Key Skills / Competency

• Familiar with Quality Standards/Document Control Procedures a must
• Familiar with project/document management a must.
• Excellentcommunication skills (English language is must); oral & written
• Proficient typing and editing skills
• communication and interpersonal skills
• attentiontodetail
• planning skills
• ability to facilitate change
• skills in numerical and statistical analysis
• an understanding and appreciation of other people's work fields, such as engineering and science.

Educational Qualification & Work Experience:

Diploma Engineer (Mechanical) 5+ years' experience in a similar role.

Or

University bachelor's degree in engineering (Mechanical or Production) 3+ years' experience in a similar role

Or

5+ years' experience in a similar role.