Job Title:LeadDocumentController
Job Location: Pune
Experience – 7-8 years
Qualification – Bachelor of Technology
1. Job Purpose
To assist the Project Engineering department to manage internally generated and client / supplier document storage and distribution such that they are executed on budget, within schedule and to the required standards of safety and quality, working under the supervision of the Project Manager/Engineer. The Project specific requirements for ‘Documents for Operation’ (DFO) which is a final documentation package to be handed over to the client/customer.
2. Responsibilities
DocumentController shall follow governing documents and directions defined by Organization
Report to the Project Manager.
Documentcontroller will be responsible to store and share project documents received from Vendor/Client/3rd party to project engineers and vise versa.
As documentcontroller need to analyses, track and report progress based on contractual requirement around project documentation. Identify gaps and propose recommendations.
Provide oversight role by attending a (bi)-weekly meeting with Project team and other document coordination related status meeting with Company.
Participate in the process of identifying and validating any proposals for deviation from the requirements and monitor implementation
Provide quality oversight of document deliverables
Maintaining all correspondence and other transmittals from the Clients and other contractor / suppliers / vendors etc. in a systematic way to facilitate an easy reference at all time.
Maintain a close working relationship with the client/ customer.
Quality check of documents as per administrative requirements.
Notify the supplier/customer/client of any acceptance or comments to the documents.
Formal communication internally as well as with supplier, customer and client.
Completion of given task in stipulated time.
DocumentControllers shall cooperate with Coordinator with work related to Documentcontroller activities
3. Principal Accountabilities
Co-ordinate and guide the flow of information between departments to ensure project progress.
Expedite the flow of information to ensure essential project schedules are met
Set up and maintain project files to ensure availability of updated project information. Resolve problems or bring the problems to the attention of the proper personnel throughout all phases of the project.
Provide support for Final documentation (DFO) throughout the Project and collatedocuments as required.
Operate GEM document requisitioning, expediting and storage tools including Excel, Smart Plant Materials (SDTA) , STAC and SharePoint .This will entail maintaining a full document tracking system from initial requisitions to close out of material and equipment purchase orders. Document tracking reports will be developed and maintained to ensure that full control of project is kept at all times.
4. Equipment
Desktop PC loaded with company standard engineering including Word, Excel, Office, Access, and specialist applications including Adobe Acrobat writer, STAC, SAP and SmartPlant SDTA.
5. Assignment and Review of Work
Work is initiated by:
a) Requisitions and Purchase Orders to be processed.
b) Requirement to keep the project documentation on schedule.
c) Requirement to maintain a document tracking system.
d) The need to maintain contact with other disciplines, e.g. machinery, vessels, electrical process controls, purchasing, to ensure that documentation related problems are resolved as they arise.
e) Other work is initiated by the Project Engineer / Senior Project Engineering Technician as required.
6. Decision-Making Authority
Most technical decisions would be referred to the Project Engineer / Functional Specifier.
Expediting, quality control, document distribution decisions will be made as required using knowledge of the project requirements, to ensure that the project documentation schedule is maintained. Skills and judgement to will need to be used to prioritize workload.
7. Contact With Others
External
Contact may be required with Clients representatives or Supplier representatives in support of the Project. This role will require daily contact with a client/customer to ensure that communication is open clear and precise.
Internal
Contact with all functional groups that are associated with the project matrix.
8. Qualification & Experience
Excellent command on English with good organizing and computer skills.
Mechanical/Electrical/ Electronics engineer with 7-8 years of experience
Worked in similar role of Document Management role in an EPC/ Engineering Design company for minimum 6 years.
9. Knowledge and Skills Required
This position requires good interpersonal, analyzing and coordinating skills.
The knowledge of PC based systems including spreadsheets and databases.
Training on job specific applications including STAC, SAP and SmartPlant will be provided
10. Most Challenging Part of Job
Getting the correct information to the person requiring it, to ensure that project documentation requirements are met.
Prioritizing work to ensure there is no, or minimal, impact on the project schedule or cost.
Being able to identify potential problems before they occur and ensuring the situation is resolved.
Communications with the Design Functional Engineers and understanding their problems, while using interpersonal skills to persuade them that the processing of supplier documentation to schedule are critical.
The ability to execute to a variety of documentation work processes as required by project / client requirements.
