Project Document Controller

Hitachi Energy Ltd.; Chennai; On-site; INR 300,000 - 480,000; Full time

Job summary

Hitachi Energy Ltd. seeks a documentation coordinator to manage and organize project documents for bids and site work.

You will assemble electronic and paper site documentation, upload drawings, manuals and test reports into the EDMS, and ensure compliance with customer requirements. You will liaise with project managers and engineers to facilitate timely submissions and hand over completed documentation to relevant departments.

Responsibilities

• Handling and organizing documents from Internal and External Suppliers.
• Sort, structure, and assemble site documentation electronically and on paper.
• Deliver Tender Documentation to Customer with inputs from Lead Engineers and Dept. Head.
• Profile and upload drawings, manuals, test reports, calculations into the database or shared drive using tools like PDL and Binder.
• Coordinate with other departments to submit documents and maintain folder structures in softcopy binders.
• Read contracts and understand customer documentation requirements.

Job description

• Handling of all documents from Internal and External Suppliers. Sending documents for information and approval to both Internal and End Customers.
• Sort, structure, and put together the Site Documentation, both electronically and in paper form.
• Delivering Tender Documentation (Bid-submission) to Customer with the inputs from Lead Engineers, Tender Leader, and Dept. Head's.
• Profile & upload Drawing files, Manuals, Test Reports, Calculations, etc. required for Bid submission from internal and Suppliers into the Database or common drive, and use various tools like PDL and Binder.
• Proper follow-up with other departments to submit the documents. Organize the files in a folder structure in the softcopy Binders.
• Should have experience in contract reading and understand the Customer documentation requirements.
• Check & upload the Drawing files, Manuals, Test Reports, Calculations, etc. from the Engineers and the sub-suppliers.
• Upload the documents into the Document Management System (EDMS). Maintain the complete Project Documentation Status.
• Communicate with the Project Manager and Departments for Clarifications and Suggestions. Proper follow-up with other departments to submit the documents.
• Distribute the documents to the various departments for review and approval. Send the documents by Transmittal for Customer Review & Approval.
• Adding the documents to e-Room (web-based database; easy access for members in different locations). Organize the files in a folder structure in the softcopy Binder.
• Print out the drawings as hard copies and insert them into binders, if needed (This is the installation and Final Plant documentation), and send them to the respective sites.
• Check & upload the updated drawing files (due to possible changes during on-site installation), and follow all the above steps for new revisions.
• As-Built documents are printed out as hard copies, inserted into binders, and sent to respective sites (This is the As-Built Documentation). After the Customer Approval, hand over the Project to the After-Sales Department.
• Responsible for ensuring compliance with applicable external and internal regulations, procedures, and guidelines.
• Living Hitachi Energy's core values of safety and integrity, which means taking responsibility for your own actions while caring for your colleagues and the business.