Senior Document Controller

SUMMARY:
To manage internal & external project documentation in accordance with project-specific requirements

POSITION INFO:

We are seeking a Senior Document Controller to manage both internal and external project documentation in line with project-specific requirements. On larger projects requiring a team of document controllers, the Senior Document Controller will oversee, coordinate, and allocate document control tasks, ensuring effective communication with the project team.

Key Responsibilities

Technical Expertise

• Establish and maintain the document management system for the project, in accordance with project-specific requirements, supported by the Document Control and IT Departments;
• Coordinate all activities related to document control procedures;
• Explain the project document process clearly to the project execution team;
• Support user requests for documentation and deliver training on the Document Control System;
• Maintain a document and drawing register, where applicable;
• Copy, scan and file all project documentation accurately;
• Input documentation into the document management system, including but not limited to:
  • Project-specific procedures;
  • Procurement and contractual documentation;
  • Correspondence, minutes of meetings and project letters;
  • E-mails (as required);
  • QA/QC reports and documentation;
  • Payment certificates and invoices;
  • Supplier and engineering drawings;
  • Operating manuals and data books;
  • Month-end reports.
• Generate reports from the document management system to monitor document status;
• Manage squad check documents, drawings, operating and maintenance manuals, and data books;
• Oversee the internal and external issuing of drawings and documentation, including the transmittal process;
• Assist in supporting internal and external audits;
• Compile close-out documentation, including end-of-job manuals such as spares, operating and maintenance manuals, data books, and as-built drawings for each piece of equipment or area;
• Ensure all required handover documents are accurately filed to facilitate a seamless project handover.

Operational Function

• Oversee, facilitate and delegate document control functions;
• Act as the primary interface with the project team regarding document control processes;
• Monitor and report on document control progress throughout projects;
• Provide training and mentoring to document control personnel as required.

Stakeholder Relations

• Maintain professional and respectful interactions with all stakeholders;
• Keep relevant stakeholders informed and up to date on the status of the project’s technical documentation;
• Ensure DRA remains the client’s preferred engineering service provider through consistent quality and communication.

Personal Capabilities

• Take full ownership and accountability for deliverables;
• Be proactive, results-driven and committed to excellence;
• Value innovation and diversity of ideas within the team;
• Maintain a positive, “can-do” attitude;
• Demonstrate initiative and actively seek opportunities for personal growth and capability development;
• Drive continuous personal development;
• Work effectively on own initiative while considering the wider needs of the team;
• Recognise own skills and knowledge limitations and seek support when necessary;
• Perform well under pressure, managing multiple tasks simultaneously and prioritising workloads to meet deadlines;
• Maintain a high degree of accuracy, attention to detail, and excellent organisational skills;
• Exhibit a positive attitude and strong team player qualities;
• Present and conduct oneself professionally, respectfully and amicably, with excellent written and oral communication skills.

Qualifications

• Experience with Document Management Systems such as Docwize, Aconex, etc. – advantageous;
• Proficiency in the full MS Office suite at a minimum intermediate level – advantageous;
• Professional membership – not required.

Experience

• Proven experience in a similar role at a comparable level within a company – 5+ years (essential);
• Document management experience – 5+ years (essential);
• Experience with document management systems – 5+ years (essential);
• Experience working within EPCM/Mining environments – 5+ years (essential);
• Experience across the full project cycle (tendering, pre- and post-proposal development) – 3+ years (essential).

Knowledge Areas

• Understanding of project requirements and their implications – advantageous;
• Intermediate proficiency in MS Office, including Outlook, Word, PowerPoint and Excel – essential;
• Knowledge of spreadsheets, databases, word processing and job-specific software – essential;
• Ability to maintain clear and accurate records and reports – essential;
• Competence in using computer systems to input data efficiently and retrieve records and information – essential;
• Strong organisational skills in managing workload and filing systems – essential;
• Excellent verbal and written communication skills – essential.