Job Title: Document Controller
Location: Centurion
Job Type: 12 month contract, expected to work Full-Time hours (Onsite)
Key responsibilities
• Maintain a master record index; develop document management plan.
• Align document files with document management system (DMS) (coding and naming convention and versions).
• Develop project file structure.
• List project document types.
• Define basis of access per document type.
• Create documents on authorized Demands.
• Establish workflow requirements.
• Perform document control to include all project related documents and drawings.
• Manage repository.
• Establish document close per document type. Close out archive.
• DMS- Project Management Library Maintenance with the latest approved revisions of policies, procedures, standards, guidelines, training material and processes.
• Maintenance of the project content hub
• Assistance with calls logged through it services (power users / remedy) to fix templates that do not work properly;
• Maintain content hub metadata to support the document control function on project sites.
• Coordinate the document and review of project management templates.
• Formatting support templates for mega projects
• Version control of additional documents;
• Revisit of navigation functions to improve searching of documents;
• Assisting SMEs with mapping of processes using MS Visio.
• Governance and Compliance assessments related to project document management. Check compliance to document numbering standard.
• Check compliance to document management procedure.
• Check compliance to engineering standards, guidelines.
• Check compliance to the project document management plan.
• Check compliance to the project administration management plan. ▪ Check registers.
• Check transmittal.
• Change Requests Meeting – Templates
• Attendance required at change board meetings
• Capture lessons learned in the register.
• File and issue new revisions for build to contractor; maintain a transmittal register.
• Issue all drawings with transmittal notes; project related documentation.
• Where applicable assist new contractors how to navigate and use the project management system
• The project systems used by client include projects online Aconex and SharePoint.
• A working proficiency of projects online, SharePoint and Aconex (only for mega projects) are required.
• Ensure folder structures maintained for all project sites.
• Ensure integrity of information maintained.
• Ensure approval process completed and signed off on Signing-Hub
• Provide support to document management support resources based at BU ( Business Unit).
• Provide support to Power Users.
• Ensure all documentation maintained as live and accessible.
• Continuous audit of project sites to ensure integrity of information.
Requirements
10 years experience a project document controller
Matric
Aconex experience
Experience in mining or engineering as a document controller