Document controller

Document controller



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Job details

2019-07-16 14:24

Job description

Job Description

Job Title: Document Controller

Report to: Project Director

Location: Shanghai, Ningbo

  1. Purpose /Role of the job:

The Document Controller provides support to the project team and reports directly to the Project Director and the Manufacturing Representative. This position also functions as an Office Engineer with primary responsibilities for Document Assistance and the work flows for review and approval associated with the contract documents, submittals, RFIs, progress reports, etc.

  1. Environment/Context/Complexity of the job:

The Document Controller supports the project team by preparing, managing, archiving project related documents such as contracts, construction plans, technical information, … As a Document Controller you are responsible for all document management during the KAIMEN project. You ensure all team members have access to the necessary documentation (online and offline), you implement processes and tools, provide system reports, maintain and update our electronic document library. You distribute documents as requested and ensure accuracy of the prepared documents. The Document controller has the ability to coordinate and plan strategically and to maintain critical thinking. This person will also take care of all document translations (Chinese <-> English) upon request of the Project Director, the Operations Representative or members of the project team, in corporation with a translation agency.

The jobholder will hold this position in our Shanghai office and must be willing to be relocated to the plant situated approx. 300km outside Shanghai.

Responsibility/Accountability of the job:

1. Key Result Areas: Providing well-organized and structured document management during the project

Major Activities:

· Copy, scan and store documents

· Check for accuracy and edit files

· Review and update technical documents (e.g. manuals and workflows)

· Distribute project-related copies to internal teams

· File documents in physical and digital records

· Create templates for future use

· Retrieve files as requested

· Manage the flow of documentation within the organization

· Maintain confidentiality around sensitive information and terms of agreement

· Prepare ad-hoc reports on projects as needed

· Review and revise technical reports, specifications, drawings, and other documents

· Identify and use the correct tools, systems, and techniques to index, file, and control documentation

· Work with multiple contractors, project team members, and project management with the control, distribution, maintenance, and retrieval of project documents

· Handle mark ups and reviews

· Take care of document translations (Chinese <-> English) upon request of Project Director, Operations Representative or members of the project team, in corporation with a translation agency.

Outcome: Well organized document management

  1. Required profile:

Level of education & Knowledge:

  • Bachelor’s degree Management Assistant/Office Assistant
  • Relevant experience of 5 years as a Document Controller
  • Experienced with project environment
  • Strong English written and oral communications skills required
  • Strong organizational skills
  • Proficiency in Mandarin strongly preferred
  • China experiences preferred

Technical skills:

  • High level of accuracy
  • Implementation of processes and tools
  • Proficient in computer software programs such as, word processors, spreadsheet programs, and database systems.
  • Basic analytical experience
  • Proficient typing skills
  • Data organization and storage knowledge

Competencies, Behavioral skills:

  • Position requires strong organizational skills
  • Analytical and mathematical mind, capable of evaluating and solving various problems
  • Strong communication skills (upward, lateral, and downward in organizations)
  • Good understanding of Chinese culture
  • Self-motivated with ability to work in multicultural environment

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