Document Controller

NHOA Energy; Milano; Ibrido; EUR 25.000 - 31.000; Tempo pieno

Vantaggi offerti da questo lavoro

Welfare programs

Additional company benefits

Descrizione del lavoro

NHOA Energy is seeking a structured and proactive Document Controller to manage and enhance our document control framework across complex technical projects. You will ensure accuracy, traceability, and efficiency throughout the full project lifecycle in an international, fast-paced setting.

You will set up and improve DMS environments, establish workflows, metadata, and approvals, and coordinate with engineering, suppliers, and clients to maintain controlled documentation and timely reporting.

Competenze

• 2–5 years of experience in document control or information management.
• Hands-on experience with Document Management Systems (e.g. SharePoint, Aconex, Autodesk Docs, Procore, InEight, TeamBinder, 3DExperience).
• Experience setting up or improving DMS environments, workflows, registers, and approval processes.
• Experience managing technical documentation (drawings, specs, vendor docs, transmittals, project records).
• Advanced Excel and strong reporting/data management skills.
• Excellent organisational skills and strong attention to detail.

Mansioni

• Set up, maintain, and continuously improve DMS environments and document control processes.
• Configure workflows, approval cycles, metadata structures, naming conventions, and permissions.
• Manage document registers, deliverables, transmittals, and tracking tools.
• Ensure proper registration, classification, distribution, version control, and archiving of all documents.
• Monitor submissions, review cycles, deadlines, and elevate delays when needed.
• Support project close-out activities ensuring complete, traceable, and audit-ready documentation.
• Define and improve document control procedures, templates, and guidelines.
• Support internal and external audits ensuring full compliance and traceability.
• Provide training and guidance to project and engineering teams on DMS and document processes.
• Collaborate with Project Managers, Engineers, suppliers, contractors, and clients on documentation flows and requirements.
• Prepare reports on document status, KPIs, submission performance, and review progress.
• Ensure confidentiality and proper handling of sensitive technical and contractual information.

Conoscenze

Document control

DMS management

Advanced Excel

Reporting & data management

English & Italian

Organisational skills

Multidisciplinary teamwork

Formazione

Engineering/Information Management/Records Management degree

Professional certifications in document control (nice-to-have)

Strumenti

SharePoint

Autodesk Docs

Aconex

Procore

Descrizione del lavoro

We’re looking for a structured and proactive Document Controller to manage and enhance our document control framework across complex technical projects, ensuring accuracy, traceability, and efficiency throughout the full project lifecycle.

In this role, you’ll play a key part in improving document workflows and DMS environments, working closely with engineering and project teams in an international and fast-paced context.

What you’ll do

• Set up, maintain, and continuously improve DMS environments and document control processes
• Configure workflows, approval cycles, metadata structures, naming conventions, and permissions
• Manage document registers, deliverables, transmittals, and tracking tools
• Ensure proper registration, classification, distribution, version control, and archiving of all documents-
• Monitor submissions, review cycles, deadlines, and elevate delays when needed
• Support project close-out activities ensuring complete, traceable, and audit-ready documentation
• Define and improve document control procedures, templates, and guidelines
• Support internal and external audits ensuring full compliance and traceability
• Provide training and guidance to project and engineering teams on DMS and document processes
• Collaborate with Project Managers, Engineers, suppliers, contractors, and clients on documentation flows and requirements
• Prepare reports on document status, KPIs, submission performance, and review progress
• Ensure confidentiality and proper handling of sensitive technical and contractual information.

What we’re looking for

• Degree or diploma in Engineering, Information Management, Business Administration, Records Management, Project Management, or similar
• 2–5 years of experience in document control or information management
• Hands‑on experience with Document Management Systems (e.g. SharePoint, Aconex, Autodesk Docs, Procore, InEight, TeamBinder, 3DExperience or similar)
• Experience setting up or improving DMS environments, workflows, registers, and approval processes
• Experience managing technical documentation (drawings, specs, vendor docs, transmittals, project records)
• Advanced Excel and strong reporting/data management skills
• Excellent organisational skills and strong attention to detail
• Ability to manage multiple priorities and deadlines in a project environment
• Strong communication skills and ability to work with multidisciplinary teams
• Proactive, structured, and problem‑solving mindset
• High level of reliability, confidentiality, and professional discretion
• Fluent English and Italian are required.
• Knowledge of Autodesk Docs / Forma
• Familiarity with ISO 19650, BS EN 1192, or ISO9001
• Understanding of project delivery processes and engineering document planning
• Experience in renewable energy, BESS, power systems, or industrial environments
• Experience in international or multicultural organisations

Location

Hybrid remote and Milan Offices.

What we offer

• Permanent full-time contract
• Competitive salary starting from €28,000, aligned with seniority and experience, along with an attractive total rewards package including welfare programs, and additional company benefits.
• A flexible and innovative approach to remote working that adapts to your needs (see: www.familyworking.it)
• Ambitious and people‑centered work environment — we invest in your growth and well‑being
• Professional experience in an international setting, with a young and multicultural team (31+ nationalities)

This announcement is addressed to both sexes, in accordance with Law 903/77 and Legislative Decree 198/2006, and to people of all ages and nationalities, in accordance with Legislative Decrees 215/03 and 216/03