Document control

Job Title

Job Description

Objectives:

The Document Controller ensures effective management and control of technical documentation within projects aligning with contractual and organizational standards. This role requires a strong understanding of Vanderlande products asset and documentation management processes and the relationship between physical assets and technical documentation. Working closely with Project Managers Engineering Project Leaders and cross-functional teamsincluding Engineering Planning Commercial and Integration Managementthe Document Controller oversees the review approval distribution and timely submission of documents and correspondence to support successful project execution and handover.

Main Tasks:

• Implement and maintain the Document Management Plan ensuring adherence to defined standards processes and templates.
• Support project teams in generating updating and validating documents using agreed templates and ensuring formal compliance (e.g. completeness formatting readability).
• Manage and control the preparation submission receipt and distribution of all technical documents and contractual correspondence in line with the Project Submittal Plan and distribution lists.
• Maintain the document control system ensuring availability of up-to-date information such as approval status revision history metadata and planned submission dates.
• Ensure appropriate document review and approval workflows are followed maintaining a clear audit trail and proactively following up on pending actions or deviations.
• Liaise with the clients documentation/information management team to ensure smooth handover of records and compliance with client and contractual requirements.
• Coordinate with the Contract Team and stakeholders to define external deliverables and internal documentation needs; maintain the Document List and Project Submittal Plan.
• Prepare and maintain templates for technical documents contractual correspondence and forms (e.g. RFIs).
• Support official communication with the client including submission and tracking of RFIs comment sheets and contractual correspondence.
• Ensure compliance with Vanderlande and client information management requirements as well as legal and statutory regulations.
• Contribute to continuous improvement of information management tools and processes.
• Prepare status and progress reports based on submission schedules workflow statuses and KPIs.
• Organize and maintain both electronic and physical document archives as required.

Authorities:

Full access to project contract & documentation baselines (time scope) status and progress information.

Suggest and follow-up on improvements if required in relation to any document management & control activities.

Responsibilities:

Ensures document deliverables and correspondence are generated reviewed approved stored and distributed in time and in line with the applicable standards and regulations.

Skills:

• Previous experience in information management / document control related activities
• Experience with EDMS information management and collaboration applications such as SharePoint Business Collaborator Conject Aconex or Autodesk Construction Cloud
• A Bachelors degree (or working towards) in Business Administration Engineering or a related field is desirable
• Strong interpersonal and stakeholder management skills excellent communication skills
• Logical and systematic IT literate working with formulas and specifications with strong attention to detail

Education requirements:

>5 years of experience in document management & control and project management of large-scale industrial projects