✨ AI Summary
The Document Controller-Project Execution will be responsible for comprehensive document management throughout the project lifecycle. This includes receiving, quality checking, scanning, uploading, and distributing all electronic and hardcopy documents via EDMS/Project Connect and approved collaboration platforms. The role involves maintaining organized filing and record systems, managing document revisions to ensure only current versions are accessible, and preparing document transmittals. A key aspect of the job is supporting project close-out by validating, organizing, and preparing documentation for handover and archiving, while also ensuring overall document control compliance and integrity within the EDMS.
Requirements
The role requires ownership of document management activities throughout the project lifecycle, including receiving, quality checking, scanning, uploading, and distributing documents. Responsibilities also include maintaining filing and record systems, managing document revisions, preparing transmittals, and supporting project close-out and archiving. Ensuring adherence to document control procedures and maintaining document integrity within the EDMS are key.
Description
Document Controller – Roles & Responsibilities
- Manage Electronic and Hardcopy Documents
- Take full ownership of document management activities throughout the project lifecycle until project handover, close-out, cancellation, or suspension.
- Receive and Acknowledge Documents
- Receive documents from internal and external sources, date-stamp hard copies, and verify electronic submissions through the EDMS/Project Connect system.
- Perform Document Quality Checks
- Review document numbers, revisions, metadata, and compliance requirements to ensure document accuracy and completeness.
- Scan and Upload Documents
- Convert hardcopy documents into electronic format and upload them accurately into the Electronic Document Management System (EDMS).
- Control Document Distribution
- Distribute documents internally and externally through approved collaboration platforms, portals, and submission systems according to distribution matrices.
- Maintain Filing and Record Systems
- Organize, index, classify, and maintain master copies of documents in both physical and electronic filing systems.
- Manage Document Revisions
- Ensure only current document versions are available for use, while superseded versions are properly identified, archived, and removed from active files.
- Prepare and Issue Transmittals
- Create, review, and process document transmittals for both internal and external stakeholders and ensure timely electronic submission.
- Support Project Close-Out and Archiving
- Validate, organize, and prepare project documentation for final handover, archiving, and records retention requirements.
- Ensure Document Control Compliance
- Promote adherence to document control procedures, maintain document integrity within the EDMS, and support governance, accessibility, and retention requirements across business units.