SUMMARY OF JOB
The Document Controller is responsible for delivering world-class documentation support to engineering and project management teams worldwide ensuring project documentation requirements are adhered to. The person needs to understand document control procedures and need to be familiar with specific document types such as drawings, specifications, software, and standards. They are also responsible for maintaining accurate records such as filing both hard copy and electronic documents, and ensuring documents are shared within the deadline to facilitate timely project completion.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Proactively collaborate with cross-functional teams worldwide, such as project managers, engineers, client document controllers, and other stakeholders for effective document management.
- Responsible for on-time document preparation and submission (uploading and downloading) using internal document control system (GDR) & Client's document management system such as Aconex, E-room, E-doc, Wrench server, and EDMS, etc according to the client's requirement to the agreed submission date plus to ensure all requests for project document submission are addressed in an efficient and expedited manner.
- Responsible for keeping track of project documents Internal and External revision history and ensuring that the document revision changes are in line with the system and requirements.
- Assist Engineers in preparing comment resolution sheet CRS for each project document based on contractor and customer requirements.
- Assist project managers in preparing and compiling IDL/VDRL and final manual data books such as MRB, VDB, MDR according to customer specifications and arrange all hardcopy documentation, and dispatch these documents to customers and affiliates.
- Generates test documentation, manuals, certificates of compliance, and warranties as per project requirements.
- Liaise with translators to coordinate project translation of user manuals and other documents as required followed by creating purchase requisitions in SAP and managing PO issuance.
- Supports and guides new team members, especially novices on GUTOR documentation guidelines.
SECONDARY DUTIES
- Organize and maintain proper office filing and records system.
- Handle, monitor, and maintain inventory counts of project-related material such as customized binders, papers, and FAT binders when needed.
- Handle basic correspondence, documentation, and follow-up functions.
- Provides day-to-day administration support to the department and other ad-hoc matters.
KNOWLEDGE AND SKILLS REQUIRED
- Candidate must possess a Diploma or Degree in any field.
- 2-3 years of working experience preferably specializing in Document Management/Record Management, Document Control, or equivalent.
- An excellent grasp of Microsoft Office Excel and Word
- Knowledgeable in Adobe Acrobat (PDF) advanced features and workflows.
- Candidate must be proficient in English
- Attentive to time management, proactive, and responsive to requests.
- Familiar with document control platforms such as Aconex, EDMS
- Ability to work in an international and multicultural environment, liaising with Engineers and Project Managers worldwide.
- Ability to work in a team, detail-oriented, and able to maintain accuracy in documentation.
- Ability to handle several projects in parallel.
KNOWLEDGE AND SKILLS DESIRED BUT NOT ESSENTIAL
- Fresh graduates are encouraged to apply.
- SAP experience
- Experience with translation/localization processes may be useful.
- Knowledge of MS SharePoint is a plus.
PERSONAL ATTRIBUTES
- Proactive, Team player with a sense of responsibility.
- Ability to work well under tight timescales and pressure.
- Initiative to acquire knowledge and skills to continuously improve job performance.
