Project Document Controller

Hitachi, Ltd.; Chennai; On-site; INR 600,000 - 1,200,000; Full time

Job summary

Hitachi, Ltd. in Chennai is seeking a proactive Document Control specialist to support medium to large Generator Circuit Breaker projects by managing project documents, maintaining control lists, and ensuring compliance with contracts and schedules.

You will coordinate with sales, production, and external customers, manage client EDMS, and drive approvals while keeping records up to date and ready for production handover.

Qualifications

• Bachelor of Science with document control experience.
• Minimum 4 years in document control; 2+ years coordinating with external customers.
• Strong interpersonal and communication skills across stakeholders.
• Expert in SAP/xECM document storage concepts.
• Proficient in MS Office and at least one document control system.

Responsibilities

• Review document requirements per project spec and customer requirements during handover from sales.
• Develop and maintain document control master list for every project and align with stakeholders.
• Drive completion, submission and approval of key documents and track document transactions.
• Manage client EDMS system.
• Coordinate and follow up on project drawings and other key documents; maintain status in the master file.
• Prepare documentation for customer submissions and track correspondence.
• Provide regular project status updates to the Project Manager.
• Participate in document approval status review meetings.
• Serve as main contact for customers on documentation topics.
• Assist Project Manager with drafting/submission of contractual letters.
• Archive/scan/print - rename, record and file incoming copies.
• Ensure management/system documentation is current and accessible.
• Develop/maintain document control processes for efficient project management.
• Prepare documentation for Production handover and I&C handover.

Skills

Document control

Project coordination

Stakeholder communication

Communication skills

Education

Bachelor of Science

Tools

SAP/xECM

MS Office

SharePoint

Document control systems

Job description

The opportunity:

Support Project managers in execution of medium-size to large and complex GCB (Generator Circuit Breaker) projects by managing the project documentation as per contractual agreements, quality standards and project schedule

How you’ll make an impact:

• Review of Document requirements as per project specification and customer requirements, during project handover from sales.
• Develop and maintain document control master list for every project, align with internal stakeholders and customer representatives.
• Drive the completion, submission and approval of key documents and keep track every document transaction (through transmittals)
• Understand and manage client EDMS system
• Coordination and follow-up for all project related drawing and other key document submission / approvals and maintain updated status of drawings and documents in master file
• Prepare the documentation for customer submission and keep the track record of customer correspondence.
• Keep Project manager updated regularly of document status during project reviews
• Participate in document approval status review meetings
• Main contact for customers in projects for Documentation related topics.
• Supporting Project Manager for drafting and submission of contractual letters to customer
• Archiving /Scanning/Printing - Renaming, recording and filing incoming hard or electronic copies of drawings & documents (Internal and External)
• Ensuring all management, system documentation is the current version and easily accessible in hard files / digital records
• Develop / maintain document control process for efficient project management
• Prepare documentation for Production handover and I&C handover.

Your Background:

• Bachelor of Science, with document control Experience of at least 4 years.
• Must have working experience in project execution similar projects and minimum 2 years leading and coordinating with external customers.
• Good interpersonal skills and ability to communicate effectively with all project stake holders
• Expert in SAP/xECM document storage concept.
• Ability to work on multiple projects and to deliver quality results on time
• Good working knowledge of MS office (Word, Excel, Power point, Sharepoint etc.,) and at least one type of document control systems