The Lead Document Control ensures that all organization documents, such as but not limited to contracts, correspondence letters, agreements, commercial documents, samples, method statements, RFI, etc. are properly received and accurately recorded in a worthy manner which will be distributed internally/externally as per the approved distribution matrix to the concern departments, discipline, stakeholder, etc. The role adopts to Company quality policy and procedures, aware of basic standards which helps to maintain and follow the consistent methodology in projects.
Oversee the organization, maintenance, and control of project documents, ensuring accurate documentation of project activities, correspondence, and deliverables.
Develop and implement document control procedures, guidelines, and standards to ensure consistency, accuracy, and compliance with project requirements and industry standards.
Manage document versioning and revision control processes to ensure that stakeholders have access to the latest, most up-to-date versions of project documents and records.
Coordinate the distribution of documents to project team members, stakeholders, and external parties, ensuring timely delivery and appropriate access permissions.
Conduct regular reviews and audits of project documents to ensure accuracy, completeness, and compliance with organizational standards and regulatory requirements.
Provide training and support to project team members on document control procedures, software tools, and best practices to ensure effective document management throughout the project lifecycle.
Collaborate with project managers, engineers, contractors, and other stakeholders to facilitate document exchange, resolve issues, and ensure alignment with project objectives.
Identify and mitigate risks related to document control, such as data loss, unauthorized access, or document errors, implementing safeguards and contingency plans as needed.
Ensure the security and confidentiality of sensitive project information and documents, implementing appropriate access controls, encryption, and data protection measures.
Continuously evaluate and improve document control processes, systems, and tools to enhance efficiency, accuracy, and effectiveness, leveraging technology and automation where possible.
Proficiency in using document management systems (DMS) such as SharePoint, Documentum, or Procore to organize, store, and retrieve project documents efficiently.
Knowledge of relevant regulatory requirements, industry standards, and best practices related to document control, ensuring compliance with applicable laws and regulations.
Strong attention to detail to ensure accuracy and completeness of project documents, including document numbering, metadata tagging, and version control.
Effective communication skills to collaborate with project team members, stakeholders, and external parties, conveying information clearly and facilitating document exchange and distribution.
Strong problem-solving skills to identify and address document control issues, such as discrepancies, missing documents, or version conflicts, and implement solutions to ensure smooth project operations.
ERP knowledge preferably SAP functional skills are a requirement to be successful in this role.
Minimum 5 year(s) working experience, 3 year(s) relevant working experience, 2 year (s) GCC is a plus