Project Document Controller

Hitachi Energy Ltd.; Chennai District; On-site; INR 400,000 - 640,000; Full time

Job summary

Hitachi Energy Ltd. in India seeks a Documentation Control specialist to manage bid-related documents, coordinate with internal and external suppliers, and maintain electronic and paper site documentation.

The role involves uploading drawings, manuals, test reports, and calculations into EDMS, organizing folders, and distributing materials for review and approval across departments.

Responsibilities

• Handling of all documents from Internal and External Suppliers.
• Sort, structure, and put together the Site Documentation, both electronically and in paper form.
• Delivering Tender Documentation (Bid-submission) to Customer with 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.

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.