Document Controller

Jord International; Vadodara; On-site; INR 300,000 - 600,000; Full time

Job summary

Jord International is seeking a Document Controller to manage project documentation and administration tasks in accordance with the Jord ISO system. You will coordinate document control activities, set up project databases, and ensure timely submission to internal and external stakeholders.

The role requires 2–4 years of related office experience, proficiency with Lotus Notes, SharePoint, and Documentum, and a technical education.

Qualifications

• Knowledge of spreadsheets, database, and word processing tools.
• Tertiary diploma or degree from a technical course.

Responsibilities

• Coordinate all activities related to the Document Control procedure.
• Set-up project databases and file contractual documents as advised by Project Manager.
• Ensure timely creation of MDL after Project Kick-off meeting (CMDL, CDD, VCDL and VDD).
• Notify project team upon creation of MDL and contract documents upload to job repository.
• Obtain approval from Project Manager on documents for submission.
• Ensure the timely submission and transfer of project documents to relevant parties, i.e., project team, customer and vendors.
• Maintain, track and log documents through respective project databases.
• Expedite external and internal parties on a weekly basis and inform Project Managers on outstanding documents.
• Generate the various document control reports as required.
• Make sure that controlled copies of latest approved documents and drawings are given to the project team and vendors as directed by the Project Manager.
• Maintain good relations with external and internal parties.
• Complete MDR at the end of the project.
• Seek continuous improvement in methods, practices and quality.
• Adhere to all Jord company policies and IMS requirements.

Skills

Lotus Notes

SharePoint

Documentum

Spreadsheets

Database usage

Word processing

Education

Technical diploma/degree

Tools

Lotus Notes

SharePoint

Documentum

Job description

Job Description – Document Controller

Job Description:

The Document Controller is responsible for the project documentation control and administration tasks specifically assigned to them. This includes preparation and checking of documents ready for issue, usage of the Project Administration database, expediting internal and external parties. Activities are to be undertaken in accordance with the Jord ISO system.

Duties and Responsibilities:

• Coordinate all activities related to the Document Control procedure
• Set-up project databases and file contractual documents as advised by Project Manager
• Ensure timely creation of MDL after Project Kick-off meeting (CMDL, CDD, VCDL and VDD)
• Notify project team upon creation of MDL and contract documents upload to job repository
• Obtain approval from Project Manager on documents for submission
• Ensure the timely submission and transfer of project documents to relevant parties, i.e., project team, customer and vendors
• Maintain, track and log documents through respective project databases
• Expedite external and internal parties on a weekly basis and inform Project Managers on outstanding documents
• Generate the various document control reports as required
• Makes sure that controlled copies of latest approved documents and drawings are given to the project team and vendors as directed by the Project Manager
• Maintain good relations with external and internal parties
• Complete MDR at the end of the project
• Seek continuous improvement in methods, practices and quality
• Adhere to all Jord company policies and IMS requirements

Skills and Experience:

• Knowledge in use of spreadsheets, database, word processing and selected job specific software including Lotus Notes, SharePoint and Documentum
• Tertiary diploma or degree from a technical course
• At least 2 to 4 years’ related work experience in office work, documentation and control
• Ability to keep clear and accurate records and reports
• Ability to use computer and input data and retrieve records and information
• Ability to organize work load and to manage a filing methods and management techniques
• Good interpersonal, communication and customer service skills to liaise with both internal and external stakeholders
• Self-motivated with the ability to work within a team
• Pro-active and capable of working under occasional pressure