Project Document Controller | Chennai, India

Hitachi Energy Ltd.; Chennai District; On-site; INR 400,000 - 650,000; Full time

Job summary

Hitachi Energy Ltd. in Chennai seeks a diligent Document Controller to organize and manage project documentation for tenders and ongoing projects.

Coordinate with engineers, vendors, and customers to assemble, review, and transmit drawings, reports, and manuals while ensuring compliance with internal and external standards. Responsibilities include maintaining the EDMS, preparing transmittals, updating binder and softcopy records, and supporting the project manager through timely document

Qualifications

• Experience reading contracts and understanding customer documentation requirements.
• Ability to compile and structure technical drawings, manuals and reports for bids.
• Familiarity with electronic and paper document handling and approvals.

Responsibilities

• Handle and organize documents from internal/external suppliers for bids and approvals.
• Prepare and transmit tender documentation to customers with inputs from engineers and dept heads.
• Upload and maintain project documents in the EDMS and ensure status updates.
• Coordinate with project managers and departments for clarifications and timely submissions.
• Print and bind drawings as needed and distribute hard copies to sites.
• Ensure compliance with applicable regulations and Hitachi Energy standards.

Skills

Document control

EDMS

Tender documentation

Data management

Education

Bachelor's degree in Engineering or related field

Tools

PDL

Binder

EDMS

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 yourcolleagues and the business.

We are a global leader in electrification, powering the electricity era to meet the energy demands of today, and the next 25 years. As the energy arm of Hitachi Group, over three billion people depend on our pioneering, mission-critical technologies to power their daily lives.

With over a century of innovation, we are addressing the most urgent energy challenge of our time: driving the evolution of the world’s energy system to ensure abundant, secure, affordable, and sustainable power for today’s generation and the next.

With an unparalleled installed base in over 140 countries, we are the grid ecosystem partner across the utility, industry, data center, and transportation sectors. Headquartered in Switzerland, we employ over 56,000 people in 60 countries and generate revenues of around $20 billion USD.