Document Controller

This is full time role with our global engineering client in Chennai.

Purpose

• Responsible that the project and tender documentation is

prepared and delivered in due quality and time according to the

requirements, the Instruction to Tender (ITT) and/or

the contract requirements.

• This includes the ongoing optimization & development of

document management systems and processes.

• The Document Controller is responsible for ensuring that there

are consistent routines and processes in place for creating

documents as per contract, standards and norms and regulations.

• He/she is responsible for all document exchanges between

the company, Customer and Subcontractors.

Responsibilities-

• Owner for the documentation process and documentation

control inside the tender/s project/s.

• Responsible that contractual requirements regarding

document standards are being met.

• Responsible for setting up the agreed document management

systems and processes in projects / tenders in co-ordination

with the client, project / tender teams.

• Responsible for all document transmittals according to

contract requirements.

• Responsible for following up and monitoring the project/ tender

documentation and support in administrating the project /

tender works.

• Responsible for the stylistic aspect of a document and layout

of text documents in accordance with the established

document templates.

• Responsible to submit and prepare the final documentation

package as per contract requirement.

• Responsible for a continuous improvement on document

management processes and procedures.

• The Document Controller is not responsible for the technical

and/or commercial content of produced project documents,

but is responsible for document routines, which among other

things include forms, templates, document types and

document management, as well as routines for review,

approval of documents.

Primary tasks-

Make sure that incoming documentation is handled and

distributed according to the agreed process and control document

ID, content, readability and punctuality of the incoming

documentation.

• Monitoring and managing the document- and communication flow

(review, approval, filing and transmittal) according to Document

Lists and report status to Project/ Tender Manager.

• Structure, compile and delivering the project final documentation.

(N/A for tender document control).

• Log deviations from document routines and processes to be

reported to Head of Document Control.

• Manage and update project/ tender lists.

• File documents in the archives according to org's archiving policy

and legal requirements.

• Support all team members in administrating the project and

applying the document control routines.

• Follow up and report on document status and lifecycle.

• Control and monitor official project correspondence with external

partners. (N/A for tender document control).

• Assure that all customer related documentation is approved or

accepted by the project before submission.

• Ensure that we monitor and store the documentation in a control

and safe manner.

Experience -

5 to 15 years of experience in document management