Jobs

 

• Take operational responsibility for the formal, procedural, and system-based management of all project-related documents within the Document Management System (DMS).
• Ensure that all technical and administrative documents are complete, version-controlled, reviewed, and archived according to project requirements.
• This role generally supports the Document Manager.

Role Objective

• Ensure an organized and traceable document flow between all project stakeholders (engineering, suppliers, client).
• Support project execution through correct and legally compliant document control.
• Guarantee data quality and revision security within the DMS.

Main Tasks

• Document Management: Maintain, store, and version all project documents in the DMS (e.g., technical drawings, specifications, test reports, manuals).
• Document Review (Formal Check): Verify incoming and outgoing documents for completeness, correct metadata, numbering, file formats, revision, and approval status.
• Version and Revision Control: Ensure that only the latest approved version is in circulation; label and archive older revisions.
• Review and Approval Processes: Initiate and track review workflows, support reviewers and approvers, and document approval history (audit trail).
• Document Distribution: Prepare and send document transmittals to internal/external recipients; maintain distribution lists and dispatch records.
• Supplier Documentation: Receive, check, and manage document deliveries from suppliers; provide feedback on discrepancies; maintain the Document Status Report (DSR).
• DMS Maintenance: Upload documents, maintain metadata, update statuses and approvals, and assist users with system usage.
• Paper Archive: Create a general paper archive reflecting the digital state, which can be handed over to the client as part of the final documentation.
• Archiving & Handover: Compile and quality-check the final documentation (As-Built) for transfer to operations or DMS EASY.

Responsibilities

• Ensure compliance with Document Control Procedures / Processing Manual.
• Perform formal quality checks on all submitted and issued documents.
• Maintain the central document register (Document Register).
• Handle project-related documents confidentially.

Interfaces

• Internal: Engineering, Project Management, Quality Management, Procurement
• External: Suppliers, Subcontractors, Clients

Competencies & Qualifications

• Technical: Experience in document management / engineering documentation (ideally in plant construction, energy, or infrastructure).
• Systems: Knowledge of DMS systems.
• Processes: Understanding of document control processes (review, approval, revision, transmittal).
• Methodical: Highly accurate, structured, and reliable work approach; strong focus on data and process quality.
• Soft Skills: Communication skills, service orientation, teamwork, attention to detail.

Reporting Line

• Direct report to: Document Manager
• Functional collaboration with: Engineering, Quality Management, DMS Administration, Operations

Goals / KPIs

• Timely processing of all incoming and outgoing documents.
• Completeness and accuracy of metadata in the DMS (?98%).
• No use of outdated revisions in the project.
• Complete documentation handover to operations.

Apply Below Now !