Project Control Analyst

JOB SUMMARY

The Project Document Controller shall be responsible majorly for management, Control and monitoring of documents flow in and out in all projects. He will also be responsible for post order communications with the customer/internal team/stakeholders in his defined area till the project is completely executed. He should strive to complete all document formality on time, thus contributing to deliver successful projects at a faster pace in increasingly complex environments.

PRINCIPAL DUTIES AND RESPONSIBILITIES

Document Management:

• Oversee the document control process, ensuring the accuracy, completeness, and integrity of all documents in accordance with company policies and procedures.
• Create and implement efficient document control systems, standards, and processes to facilitate easy access, retrieval, and distribution of documents.
• Collaborate with different departments to establish document retention guidelines, ensuring compliance with legal and regulatory requirements.
• Manage document versioning and ensure that obsolete versions are promptly removed from circulation.
• Perform regular audits to ensure document control procedures are being followed and identify areas for improvement.
• Responsible for updating the document inward / outward register.
• Responsible to circulate the information received from client side to the required teams.
• Co-ordination with Client, vendor / contractor to collect the necessary information / documents as required by Project team.
• Co-ordination with client counterparts for getting the information about their latest revision of standards.
• Responsible for the quality of the outgoing deliverables.
• Ensure comments are incorporated from clients before further dispatch to clients.
• Ensure documents are prepared as per formats approved by client.

Control and Distribution:

• Receive, review, and process incoming and outgoing documents, including technical specifications, contracts, drawings, and reports.
• Ensure proper document classification, indexing, and filing, maintaining accurate and up-to-date document registers.
• Coordinate with relevant stakeholders to gather necessary signatures, approvals, and ensure timely completion of document lifecycles.
• Distribute controlled documents to authorized personnel, ensuring appropriate access levels and confidentiality are maintained.
• Monitor document requests and address queries promptly, assisting stakeholders in locating relevant information.
• Coordinate with inter-disciplines and clients to finalize project specific document formats.

KNOWLEDGE, SKILLS & ABILITIES

• Utilize document management systems (e.g., Electronic Document Management System) and software tools to track, store, organize, and retrieve documents.
• Provide system training to employees and ensure compliance with system protocols.
• Support the development and implementation of enhancements to document management systems to improve efficiency and user experience
• Foster a collaborative work environment, actively sharing knowledge and best practices with team members.
• Liaise with cross-functional teams to promote effective document control and information sharing across the organization.
• Collaborate with project managers and other senior stakeholders to understand documentation requirements, ensuring deliverables are produced according to project timelines.

COMPETENCIES

• Critical thinking and problem-solving skills.
• Strong organizational and planning abilities.
• Excellent analytical skills are essential.
• Attention to detail.
• Strong interpersonal skills
• Highly motivated, energetic, self-directed individual.
• Communication skills - verbal and written.
• Planning and organizing.
• Judgment.
• Decision-making
• Thoroughness, Dealing with Complexity.
• Customer service orientation & Teamwork.

EDUCATION & EXPERIENCE

• Bachelor's degree in science or commerce with minimum 3-5 years of experience in similar function, preferably in a pump industry of an industrial equipment industry.