Document Controller
Take operational responsibility for the formal, procedural, and system-based management of all project-related documents within the Document Management System (DMS).
Ensure that all technical and administrative documents are complete, version-controlled, reviewed, and archived according to project requirements.
This role generally supports the Document Manager.
Role Objective
Ensure an organized and traceable document flow between all project stakeholders (engineering, suppliers, client).
Support project execution through correct and legally compliant document control.
Guarantee data quality and revision security within the DMS.
Main Tasks
Document Management: Maintain, store, and version all project documents in the DMS (e.g., technical drawings, specifications, test reports, manuals).
Document Review (Formal Check): Verify incoming and outgoing documents for completeness, correct metadata, numbering, file formats, revision, and approval status.
Version and Revision Control: Ensure that only the latest approved version is in circulation; label and archive older revisions.
Review and Approval Processes: Initiate and track review workflows, support reviewers and approvers, and document approval history (audit trail).
Document Distribution: Prepare and send document transmittals to internal/external recipients; maintain distribution lists and dispatch records.
Supplier Documentation: Receive, check, and manage document deliveries from suppliers; provide feedback on discrepancies; maintain the Document Status Report (DSR).
DMS Maintenance: Upload documents, maintain metadata, update statuses and approvals, and assist users with system usage.
Paper Archive: Create a general paper archive reflecting the digital state, which can be handed over to the client as part of the final documentation.
Archiving & Handover: Compile and quality-check the final documentation (As-Built) for transfer to operations or DMS EASY.
Responsibilities
Ensure compliance with Document Control Procedures / Processing Manual.
Perform formal quality checks on all submitted and issued documents.
Maintain the central document register (Document Register).
Handle project-related documents confidentially.
Interfaces
Internal: Engineering, Project Management, Quality Management, Procurement
External: Suppliers, Subcontractors, Clients
Competencies & Qualifications
Technical: Experience in document management / engineering documentation (ideally in plant construction, energy, or infrastructure).
Systems: Knowledge of DMS systems.
Processes: Understanding of document control processes (review, approval, revision, transmittal).
Methodical: Highly accurate, structured, and reliable work approach; strong focus on data and process quality.
Soft Skills: Communication skills, service orientation, teamwork, attention to detail.
Reporting Line
Direct report to: Document Manager
Functional collaboration with: Engineering, Quality Management, DMS Administration, Operations
Goals / KPIs
Timely processing of all incoming and outgoing documents.
Completeness and accuracy of metadata in the DMS (?98%).
No use of outdated revisions in the project.
Complete documentation handover to operations.
