What does a Document Controller do? Looking for cover letter ideas? Maintaining and updating tracking logs and records: A document controller shall make the separate log or register for different categories like logs of method statement, log of drawings, log of material submittal etc. For instance, if they’re in charge of safety documents, they’ll make sure everything is checked. © 2021 Job Hero Limited. maintaining the project calendar, coordinating meeting arrangements, document formatting, and adhoc typing, Receive and archive all electronic information and hard copies as required, Maintain project information database by ensuring all incoming and outgoing data is stored according to protocol, Monitor project email inbox for any actions and route correspondence / documents to correct team members as appropriate, Prepare and issue formal Transmittals for all outgoing information, Prepare and issue formal instructions, Approval Request, meeting minutes and other outgoing documents, Monitor incoming queries (RFI’s) and information on ProjectWise to ensure all actions are completed, Monitor due dates for Consultant drawings to be issued, ensuring all information is released on time, Act as first point of contact for contractor queries regarding the IMS and provide training where necessary, Monitor project programme to highlight key dates and aid their successful completion, Prepare and update reports, minutes, and other documentation as necessary, Assist team members with the relevant document management procedures, Collect and/or track other data as required by the project team (e.g. This free document controller job description sample template can help you attract an innovative and experienced document controller to your company. Find related Document Controller and Recruitment Services Industry Jobs in Bangalore 1 to 3 Yrs experience with plm, engineering, bom, ecn, drawing, engineering projects, autocad,document controller, 2d, 3d skills. Document Controller responsibilities and duties. The largest construction and engineering firm in the United States, and the 5th largest privately owned company in the United States. The best examples from thousands of real-world resumes, Handpicked by resume experts based on rigorous standards, Tailored for various backgrounds and experience levels. They need to coordinate their activity with other internal departments and implement document management and control procedures. Knowledge of file validation. Interpret contractual requirements as they relate to execution, Interface with other departments to obtain inputs, Document substantive communications (communications that result in significant decisions or assignment of actions) and forward copied to the lead commissioning engineers and the Commissioning manager, Provide technical support to fabrication queries, including identifying defect / rectification requirements, Perform as required, technical quality audit reviews in accordance with MDR global procedures, Capture Knowledge objects and enter into MDR’s Know system, Assist in closing out open outstanding items, Review and approve requisitions for commissioning items, technical quotation evaluations and queries, compiled bid tabulations and recommendation and purchase requisitions and coordinate with procurement to expedite vendor documents as required, Ensure the Project Documentation Management plan is produced and validated, Manage and implement the Project Documentation per the rules defined in the Project Documentation Management Plan, Confirm that rules are understood and respected by every Project Management team member, Adapt and implement the Transport standard documentation structure to the Project, Make sure internal validation of documents is done before submittal to Customer, Manage the documentation delivery in due time to Customer, Alert the Project Management team about next milestones related to documentation issues, Follow Customer and stakeholders’ documentation status, Create and update the Project document templates, Deploy and manage the AT standard Project AEC12 (Electronic Documentation Management System) with IT support, Ensure the Project documentation recording in the AEC12, Define and maintain project internal and external distribution list, Apply the translation of the documentation, Provide documentation reporting and indicators to Site Documentation Manager. Generates electronic/hardcopy reports as needed by the project managers or directors, Maintains an established data distribution system and schedule for the assigned project based upon client, project, and supplier requirements, Office administration duties, office furniture, office well being. Provide the ability to control the documentation flow, filing/archiving, and document … ... Other job-related duties as requested Bachelor’s Degree in Architecture or Architectural … The job role of a document controller involves the following duties: Controlling company and project documentation Skills assessments may be administered to test proficiency level, Must be able to demonstrate intermediate to advanced proficiency using web-based file transfer applications, such as SharePoint Online or OneDrive, Must be able to organize and prioritize administrative deliverables, Must be willing and able to work overtime with little or no notice, Managing all incoming and outgoing technical correspondences of the System Engineering team, Ensuring drawing coherence accordant to the CAD Management Plan, Managing the drawing and printing needs of the System Engineering team, Drafting outgoing technical letters for the System Engineering team, Tracking of all the technical incoming and outgoing correspondences of the System Engineering team, Support the Alstom Project Doc Control Manager, Production of manual; Publish and amend company manuals, Maintain Library Manuals; Responsible for master library copies. Prepare and manage purchase orders to meet audit requirements. Project Department. Explain how you … Planned, controlled and directed the document control functions for a mining study. There are many different job titles in the Document Control discipline, and it sometimes gets really difficult to understand what they entail.. Created and implemented the RFI process within the project. Directly supported Contracts Manager with the RFP process and reviewing invoices. Position: Engineering, Construction and Tender Document Controller Key Responsibilities: As a Document Controller following are my Job Responsibilities. Make sure to add requirements, benefits, and perks specific to the role and your company. 5,279 Document Controller jobs available on Indeed.com. Trained project personnel in automation tools and document control procedures. Collect and maintain all documents to arrange an organised filling system. The records, policies and procedures that they develop must cover handling of data across its life span from data creation to storage to retrieval to destruction. The responsibilities and duties section is the most important part of the job description. Assistant Document Controller Resume Examples & Samples. ... Post this Document Controller job description job ad to 18+ free job boards with one submission. Document Control Specialist Duties and Responsibilities Set Up Guidelines. Reports to the Project QA/QC Manager; Ensure that all controlled Quality documents related to the Project are maintained to the latest issue, and that these documents are made available at all locations where operations essential to the effective functioning of the Quality Management System are performed. Imputing all documents on Microsoft Excel. Assist in preparing and managing documentation internally/by subcontractor, Ensure accessibility, traceability and accuracy of documents, Control workflows management and documents distribution, Utilize document management software: Fusion and Convero, Build (VMC) vendor mechanical catalogues and (MRB) manufactures record books, Prepare and manage purchase orders to meet audit requirements, Design and manage detailed indices for vendor mechanical catalogues, Prepare electronic versions for all job books, Prepare and manage transmittals for all released job books, Cross reference of all project tags on drawings and in documents. The responsibilities and duties section is the most important part of the job description. ... Job Description for a Document Control Specialist. Setting up project filling systems. All rights reserved. PROJECTS DOCUMENT CONTROLLER. For this reason, your resume objective should effectively communicate to the employer that you have the organizational skills necessary to succeed in this position and benefit the business as a whole. In this article, we will focus on the different roles in Document Control, and … Oversee Receipt of Files. Areas to focus on when writing a Document controller CV: Show your ability to record, file and handle documents. Encodes all reports required by the system. Document Controller cover letter 3. Project Manager, Project Management team and Customer, Define and manage documents storage during Project life and documents archiving at the end of the Project, Ensure the role of AEC12 Key User (if no Site AEC12 key user) at project level, Previous experience managing a team of document controllers, preferred, Basic knowledge of project management within industrial environment, Effective communications and interpersonal skills, excellent team worker, Must be able to challenge project teams and be highly proactive in proposing solutions, Excellent problem solving and analytical skills required, Perform multiple, related document controls tasks, and apply document control procedures to resolve problems which may be non-routine in nature, Escalate complex problems as needed, and exchange information related to assignments and document controls procedures, Support members of a project delivery team by coordinating project files, preparing project progress reports, arranging meetings and conference calls, and maintaining files, Perform a variety of administrative tasks in support of document controls maintenance for project, Use electronic system (PMIS-Newforma) to store and track communications and log documents, May assemble and bind final copy involving spiral bind or related equipment, Ensure document qualities which include completeness and accuracy (QA/QC) with established procedures and updates, Tracking of all incoming and outgoing document correspondences and transmissions for both electronic and hardcopy, Maintain registers for all submittals project documentations, 3 to 5 years of project support related experience is preferred, IT skills - Microsoft Office Competency (Intermediate), Highly organized in managing multiple task and work in a fast-paced environment, Able to priories important or urgent matters, Have excellent inter-personal and communication skills in order to interact effectively with colleagues at all levels, Able to learn project specific procedures and new software independently, Have the initiative to explore new ways of doing things, recommend improvements and expand knowledge and awareness, Able to work independently with minimum supervision and positive work attitude, Provide feedback to the Document Control Lead relating to improvements to document control procedures as required, Ensure that specified instructions for the preparation of documentation is understood and adhered to by all Project Participants, Monitoring the use of the automated workflows and ensuring they are consistently operational performing as designed, Assist in suggesting new improvements where possible to benefit the Project, Ensure that the project teams have access to the latest revision of all Project Controlled documentation within the EDMS, Produce Document Control progress reports weekly to establish any shortcoming within the system, Provide accurate reporting to all project participants if and when required to do so, Liaise with all clients internally and externally across the project on day-today document control issues, Interface with the responsible persons in Engineering, Procurement and Construction department on documentation requirements so that there is conformity, Manage hard copy and electronic transfer of documentation internally and externally by using the EDMS or any other methods as required by the project, Utilize the EDMS for its purpose which includes storage, enquiries, searching, reporting, updating, distribution, transmitting, etc, Allocate Project Drawing and Document numbers to deliverable documentation (Engineering and Contractor (Supplier) and other technical documentation in accordance with project procedures, Process Design and Contractor (Supplier) documentation in accordance with the project procedure, Capture all data attributes correctly when registering documentation in the EDMS, Know where all project deliverable documentation is stored within the EDMS, Ensure that all documentation is distributed under cover of a Transmittal at all times, Ensure that administrative tasks such as filling, copying, scanning, printing, etc. Many companies use electronic document management systems to track digital documents. Coordinates all project close-out activities, Communicates with client/field/supplier contacts to resolve daily administrative problems on the project, May direct the publications activities of the project, including establishing formats and coordinating the development, publication, and distribution of project procedures, studies, and reports with non-project service organizations, Assure compliance with ISO 9001 management procedures and commitments, with a primary focus on control or documents and records management, as well as overseeing updates and communicating changes to the document change management processes, Collect, clean, transform data for management reporting, Support introduction of changes to work processes to maximise value and promote efficient working, Ability to use Excel as a tool, capability to prepare and maintain an excel spreadsheet as required to involve the use of formula for data checking / manipulation – Essential, Manage/expedite, in conjunction with engineering leads, the document review processes, Liaise as necessary with other document control groups within the project, Collate and organise document sets as required, Develop metrics to measure the efficiency and effectiveness of processes, Update procedures and work instructions for business processes where required, Develop ongoing improvement of processes, where this is shown to be necessary, using 6 Sigma methodologies, Ensure the security of Bechtel’s intellectual property, Degree in Information Management or a related subject - Essential, Demonstrable knowledge of industry and regulatory standards for information management, Minimum of 8 years’ experience in Civil/Infrastructure related information management operations, Proven Information Management systems knowledge and systems integration skills, Proven experience in systems/platforms such as Aconex - Essential, Proven work process mapping and development, Excellent oral and written communication skills in English, Proven knowledge of budgeting and cost monitoring, Proven knowledge of information lifecycle and data flow requirements on an engineering and construction project, Familiar with information security concepts, Develop proficiency in functional areas within Document Control including printing/plotting, scanning and processing documentation into given Document Management Systems, Process and distribute all documentation, both internally & externally, including Job-sites, Clients, Vendors or other parties, Generate and check the accuracy of transmittals as required, Access external sites to download/upload various types of documentation from Vendors, Suppliers, and Client, Respond to internal and external documentation requests, File electronic and hard copies of all documentation into appropriate locations, Register, control, distribute, transmit, file and archive project records, the Enterprise Content Management System (ECMS) to Plan scope of administrative work, develop and implement staffing plan, establish priorities, train personnel to perform their assigned duties in area of responsibility, conduct interviews, and recommend candidates, Maintain access to ECMS and perform other tasks associated with ECMS administration as necessary, Supervise administrative personnel assigned to the project in the functions of document management with regard to Bechtel design documents, supplier documents, communication and construction records, Develop and implement records retention and turnover plan, Communicate effectively with project team members, client, and field personnel to ensure quality, schedule and budget are met as defined, Support quality assurance audits, internal technical reviews, client reviews, and ISO 9000 audits, Process a high volume of construction, supplier, and/or documentation, Prepare routine documents using standard word processing, spreadsheets, or other office software as needed to support work activities, Keep abreast of department technologies, techniques, and services that become available, Provide technical guidance to project team members in use of automated document management tools, Plan, organize, and implement systems for efficient document processing including design and supplier documents, construction, communication, and the organization of record-keeping, Develop and implement procedures and deliver to team members as appropriate, Support development of duties and standards, prepare performance reviews, and coach individuals in performance enhancement, Coordinate project space requirements, communications, equipment, project library, and handle general facilities needs, Perform / assist with other general administrative duties as assigned, Must have the right to work and remain in Australia without visa sponsorship, Must be able to demonstrate excellent written and verbal communication skills including grammar, spelling, punctuation, and proper use of syntax, Must have a minimum of 5 or more years experience in records management or document control. Perform clerical typing duties to generate documents as necessary. 6 monthly check and review of library holding, Electronic manuals (intranet); Monitor and control of manufacturer and company manuals held on intranet for correct revision status, Control of amendment evidence; Create and manage safe storage of document change request evidence for all manuals, Formatting and control of temporary manual revisions; Format and issue of temporary manual revisions for manufacturers manuals, Manual administration; General administrative duties for the control of documents and manuals, Service Desk requests; Supporting worldwide Bristow bases to resolve any Document Control issues via the Service Desk application, Standard or Higher Grades in English and Maths or equivalent experience in Document Control, Previous experience in Document Control desirable, Experience of Microsoft Office, specifically Word and Excel, Adopts a proactive approach to prioritizing and managing workloads, Motivated to provide a high standard of work, Good interpersonal skills, approachable to both internal and external staff members, Ability to consider the effects of their actions to both the Department and the Company as a whole, Have integrity in all aspects of their working and personal life, Ability to communicate with all levels of personnel, Have consideration for colleagues and customers and have the ability to be inclusive to all others, Excellent IT skills and have the ability to learn new systems and processes, Assists in maintaining project documentation files consisting of technical data, engineering and supplier drawings, purchase orders and other project required documents, Maintains project filing system and maintains project related databases, Receives, processes, monitors and expedites internal and external distribution of project related documentation, Experience in Industrial industry, a plus, Assisting in setting up distribution matrices in the EDMS, Registering and maintaining the master list of attribute values in the EDMS, such as the facility breakdown structure codes, procurement package codes etc, Managing the package tool and assisting the project teams in maintaining EWP packages, CWP packages and handover packages and other packages as required, Allocating deliverable document numbers as required, Uploading engineering/ vendor /contractor deliverable stubs/placeholders in the EDMS, Registering and classifying deliverables and other documents as required in the EDMS, Managing versions and revisions in the EDMS, Transmitting deliverables and other documents as instructed by project leads, Providing reports from the EDMS such as the engineering status and vendor/contractor document submission status, engineering progress measurement, review cycles and assisting in expediting internal reviews, Managing the EDMS portals for transmitting, receiving and distributing documents to external users, Auditing meta-data in the EDMS to ensure accurate reporting available, Printing, filing, copying, scanning and CD/DVD burning etc. Roles and responsibilities . Get Ahead. They control the numbering, sorting, filing, storing and retrieval of both electronic and hard copy documents produced by technical teams, projects or departments. This way, you can position yourself in the best way to get hired. Experience must have been obtained within the past 7 years, Must have a minimum of 3 or more years current supervisory experience. In particular health and safety of personnel, natural and working environment and equipment shall be taken care of, Handle documentation in accordance with the document management procedure AP102, Ensure that new documentation are numbered and coded according to TKPJ Numbering & Coding System (doc no: TKPJ-01-A-00-KA-00001-001), Ensure knowledge of TKPJ DFO Specification (doc noTKPJ-01-A-00-SA-00005-001), Distribution of documentation internal and external, ref. Internal controls reviews of personnel in area of responsibility and conducts counseling sessions examples curated. 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Part of the week start a free … Motivated document Controller, document Control, and the 5th largest owned.