Project Document Controller

21 hours ago

Chennai, Tamil Nadu, India questW Full time ₹ 9,00,000 - ₹ 12,00,000 per year

This is a full time role with our global client. Purpose

  • Responsible that the project and tender documentation isprepared and delivered in due quality and time according to therequirements set by NKT, the Instruction to Tender (ITT) and/orthe contract requirements.
  • This includes the ongoing optimization & development ofdocument management systems and processes.
  • The Document Controller is responsible for ensuring that thereare consistent routines and processes in place for creatingdocuments as per contract, standards and norms and NKTregulations.
  • He/she is responsible for all document exchanges betweenNKT, Customer and Subcontractors.

Responsibilities

  • Owner for the documentation process and documentationcontrol inside the tender/s project/s.
  • Responsible that contractual requirements regardingdocument standards are being met.
  • Responsible for setting up the agreed document managementsystems and processes in projects / tenders in co-ordinationwith the client, project / tender teams.
  • Responsible for all document transmittals according tocontract requirements.
  • Responsible for following up and monitoring the project/ tenderdocumentation and support in administrating the project /tender works.
  • Responsible for the stylistic aspect of a document and layoutof text documents in accordance with the establisheddocument templates.
  • Responsible to submit and prepare the final documentationpackage as per contract requirement.
  • Responsible for a continuous improvement on documentmanagement processes and procedures.
  • The Document Controller is not responsible for the technicaland/or commercial content of produced project documents,but is responsible for document routines, which among otherthings include forms, templates, document types anddocument management, as well as routines for review,approval of documents.

Shows in:

  • High percentage of documents submitted in time according tothe contractual requirements
  • Low number of rejections due to quality issues

Primary tasks

  • Make sure that incoming documentation is handled anddistributed according to the agreed process and control documentID, content, readability and punctuality of the incomingdocumentation.
  • Monitoring and managing the document- and communication flow(review, approval, filing and transmittal) according to DocumentLists and report status to Project/ Tender Manager.
  • Structure, compile and delivering the project final documentation.

(N/A for tender document control).

  • Log deviations from document routines and processes to bereported to Head of Document Control.
  • Manage and update project/ tender lists.
  • File documents in the archives according to NKTs archiving policyand legal requirements.
  • Support all team members in administrating the project andapplying the document control routines.
  • Follow up and report on document status and lifecycle.
  • Control and monitor official project correspondence with externalpartners.

(N/A for tender document control).

  • Assure that all customer related documentation is approved oraccepted by the project before submission.
  • Ensure that we monitor and store the documentation in a controland safe manner.

Interfaces

  • Customer representatives
  • Contractors and Suppliers representatives
  • Project and Tender team members across different sites andcountries

Experience

  • Document/office management
  • Used to read and understand contracts and/or othercomplex texts
  • Working under pressure

Languages

  • English, fluently (minimum requirement)IT
  • Word (proficient level)
  • Excel
  • Adobe Acrobat DC
  • M-Files & other DMS
  • SharePoint

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