Document Controller (hybrid)

Vestas; taranto; Hybrid; EUR 30,000 - 37,000; Full time

Benefits offered by this job

Health insurance

Life insurance

Paid Time Off (PTO)

Meal allowance (cheque gourmet)

Job summary

Vestas is seeking a Project Document Controller to handle contractual document streams, maintain filing structures, and ensure timely availability of as-built documentation for MED region projects. The role involves coordinating approvals, managing FAT-related milestones, and ensuring compliance with local content and regulatory requirements.

The position offers a hybrid work arrangement, with three days onsite in Taranto, Italy, and two days remote.

Qualifications

• Previous experience in Technical Document Control or Project Support within Energy, EPC, Construction, or Oil & Gas sectors.
• Fluency in Italian and English (as you will operate with both local teams and within a global environment).
• Proficiency in SAP and advanced knowledge of Microsoft Office (Excel).

Responsibilities

• Create and manage project structures in Meddocs (MS Sharepoint) and ensure all contracts and as-built documentation are approved and available.
• Coordinate approval applications between project managers, vendors, and customers, ensuring compliance with legal, contractual, and site-specific requirements.
• Follow up on quality documentation (FAT documents) to trigger contract payment milestones and ensure Local Content compliance for specific Mediterranean countries.
• Create IRFs, coordinate insurance requirements, and follow up on CAR insurance coverage throughout project execution.
• Coordinate creation and ordering of CE plates with local vendors and ensure timely delivery.
• Configure Site Apps, provide user support, and deliver training to project teams for efficient system use.
• Manage archiving and classification of project documentation in MedDocs, including transfer and validation of records from Procore.

Skills

Bilingual Italian/English

Data-driven

Tools

SAP

Microsoft Excel

PROCORE

ProjectWise

Acconex

Job description

Professional | Full-Time

Region MED > Customer Project Execution, MED > Project Management Office

The Project Documentation department is responsible for collecting and issuing the documentation within construction. The aim of this function is to provide the agreed scope of project specific contract documentation to the customer of the project and enable internal departments like Service to access the documents.

As the Project Document Controller, you will handle the contractual document streams related to the project and will manage the filing solutions such as database structure and archiving. You'll also oversee the main data components and for submitting relevant documents to the Project team, such as collecting, compiling, and presenting the as-built documentation.

Work model: Hybrid, with 3 days onsite and 2 days from home

Responsibilities

• Project Documentation & Compliance: Create and manage project structures in Meddocs (MS Sharepoint). Ensure all contracts (TSA, AOM, Annexes) and "As Built" documentation are approved and available.
• Approval & Regulatory Management: Coordinate approval applications between project managers, vendors, and customers, ensuring compliance with all legal, contractual, and site-specific requirements.
• Financial & Quality Milestones: Follow up on quality documentation (FAT documents) to trigger contract payment milestones. Ensure compliance with Local Content requirements for specific Mediterranean countries
• Insurance Management: Create IRFs, coordinate insurance requirements, and follow up on CAR insurance coverage throughout project execution.
• CE Plate Management: Coordinate the creation and ordering of CE plates with local vendors and ensure timely delivery.
• Systems Support & Training: Configure Site Apps, provide user support, and deliver training to project teams to ensure efficient system utilization.
• Project Handover (HOTS): Manage the archiving and classification of project documentation in MedDocs, including the transfer and validation of records from Procore.

Qualifications

• Previous experience in Technical Document Control or Project Support within Energy, EPC, Construction, or Oil & Gas sectors
• Proficiency in SAP (highly valued) and advanced knowledge of Microsoft Office (Excel)
• Familiarity with Document Management Systems (DMS) e.g. PROCORE, ProjectWise, Acconex etc.
• Knowledge of local legislation related to documentation risks
• Fluency in Italian and English (as you will operate with both local teams and within a global environment).

Competencies

• Methodical Approach: You understand that documentation is the key to "Cash-In" and financial success
• Data-fluent: You work well with digital tools and take pleasure in helping others learn or fix app-related problems.
• Collaborative: You can effectively bridge the gap between site technicians, Project Managers, and the Shared Service Center (SSC)
• Attention to Detail: You have a high degree of organizational skill and a commitment to quality

What we offer

The job position in question corresponds to level B1 pursuant to the applicable National Collective Bargaining Agreement for Metalworking Companies (Federmeccanica). The gross annual salary expected for the candidate is a minimum of € 33,499.08 set by the current national and company collective bargaining agreement.

• Unique Hybrid Flexibility: Office-based in Taranto, Italy
• Career Growth: An opportunity to shift from field-based work to directing operational strategy at a global control center
• Vestas Benefits: Salary commensurate with experience, health insurance, life insurance, Paid Time Off (PTO), and meal allowance (cheque gourmet)
• Performance Bonus: An annual 5% bonus tied to meeting Vestas' corporate objectives

At Vestas, we believe that diversity makes us stronger. If you have a disability and are interested in this opportunity, we would be happy to get to know you and adapt the selection process to your needs.

DEIB Statement

At Vestas, we recognize the value of diversity, equity, and inclusion in driving innovation and success. We strongly encourage individuals from all backgrounds to apply, particularly those who may hesitate due to their identity or feel they do not meet every criterion. As our CEO states, "Expertise and talent come in many forms, and a diverse workforce enhances our ability to think differently and solve the complex challenges of our industry". Your unique perspective is what will help us powering the solution for a sustainable, green energy future.

About Vestas

Vestas is the energy industry’s global partner on sustainable energy solutions. We are specialised in designing, manufacturing, installing, and servicing wind turbines, both onshore and offshore. Across the globe, we have installed more wind power than anyone else. We consider ourselves pioneers within the industry, as we continuously aim to design new solutions and technologies to create a more sustainable future for all of us. With more than 173 GW of wind power installed worldwide and 40+ years of experience in wind energy, we have an unmatched track record demonstrating our expertise within the field. With 29,000 employees globally, we are a diverse team united by a common goal: to power the solution - today, tomorrow, and far into the future. Vestas promotes a diverse workforce which embraces all social identities and is free of any discrimination. We commit to create and sustain an environment that acknowledges and harvests different experiences, skills, and perspectives. We also aim to give everyone equal access to opportunity. To learn more about our company and life at Vestas, we invite you to visit our website at www.vestas.com and follow us on our social media channels. We also encourage you to join our Talent Universe to receive notifications on new and relevant postings.