Document Controller Specialist

RINA Piraeus Team; Ravenna; Ibrido; EUR 40.000 - 55.000; Part-time

Descrizione del lavoro

RINA is recruiting a Document Controller Specialist to join its Ravenna-based Energy Project Solutions team. You will manage document control activities, ensuring traceability, and compliance with procedures across the project lifecycle.

Responsibilities include configuring the DMS, maintaining registers, issuing and routing document transmittals, and generating progress dashboards. Strong attention to detail and proficiency in Excel are essential.

Competenze

• Experience in document control activities within engineering, EPC, industrial, energy, oil & gas, or infrastructure projects.
• Knowledge of electronic document management systems and document workflow processes.
• Strong attention to detail and ability to manage large volumes of technical documentation.
• Familiarity with project planning and progress monitoring principles.
• Excellent organizational, communication, and coordination skills.
• Proficiency in Microsoft Office applications, particularly Excel.
• Knowledge of document management platforms such as Aconex, SharePoint, Teamcenter, ProArc, or equivalent systems is considered an advantage.

Mansioni

• Set up, configure, and maintain the project document management system (DMS).
• Upload, update, and manage document registers and databases within company systems.
• Administer the issuance, distribution, transmittal, and revision processes of engineering documentation.
• Verify the completeness, accuracy, and compliance of document metadata and associated information in accordance with project procedures and document control standards.
• Support the preparation, maintenance, and periodic update of Document Lists and Master Document Registers.
• Coordinate with Project Engineers, Discipline Leads, and Project Planners to ensure timely document delivery and proper workflow management.
• Monitor document progress and reporting activities against project schedules and milestones.
• Maintain and periodically update the status of issued documentation, ensuring full traceability of revisions and approvals.
• Prepare and update actual and forecast document progress curves and reporting dashboards.
• Identify, analyze, and report deviations from the project baseline, supporting corrective actions and recovery plans when required.
• Ensure compliance with company quality procedures, client requirements, and document control best practices.

Conoscenze

Document control

DMS configuration

MS Excel

Team coordination

Attention to detail

Formazione

High School Diploma/GED

Strumenti

Aconex

SharePoint

Teamcenter

ProArc

Descrizione del lavoro

City: Genova

Location: Genova, IT, 16129

Contract Type: Fixed-Term

Division: Energy Project Solutions

Level of experience: Intermediate

RINA is currently recruiting for a Document Controller Specialist to join itsteam in Ravenna within theEnergy Project SolutionsDivision.

Mission

The purpose of this role is to provide Document Control services in support of engineering projects, ensuring the proper management, traceability, distribution, and control of technical documentation throughout the entire project lifecycle.

The Document Controller is responsible for maintaining the integrity of project documentation and supporting project teams in accordance with applicable procedures, quality standards, and contractual requirements.

Key Accountabilities

• Set up, configure, and maintain the project document management system (DMS).
• Upload, update, and manage document registers and databases within company systems.
• Administer the issuance, distribution, transmittal, and revision processes of engineering documentation.
• Verify the completeness, accuracy, and compliance of document metadata and associated information in accordance with project procedures and document control standards.
• Support the preparation, maintenance, and periodic update of Document Lists and Master Document Registers.
• Coordinate with Project Engineers, Discipline Leads, and Project Planners to ensure timely document delivery and proper workflow management.
• Monitor document progress and reporting activities against project schedules and milestones.
• Maintain and periodically update the status of issued documentation, ensuring full traceability of revisions and approvals.
• Prepare and update actual and forecast document progress curves and reporting dashboards.
• Identify, analyze, and report deviations from the project baseline, supporting corrective actions and recovery plans when required.
• Ensure compliance with company quality procedures, client requirements, and document control best practices.

The service will be performed in close coordination with the Project Management and Engineering teams, ensuring effective control of project documentation, timely reporting of document progress, and continuous monitoring of compliance with project requirements and schedules.

• Project Document Management System configuration and maintenance.
• Master Document Register / Document Lists.
• Document transmittals and distribution records.
• Actual and forecast document progress curves.
• Document control KPIs and deviation analysis reports.
• Periodic documentation progress updates for project management.

Education

High School Diploma/GED in General Studies/Other

Qualifications

Required Skills and Competencies

• Experience in document control activities within engineering, EPC, industrial, energy, oil & gas, or infrastructure projects.
• Knowledge of electronic document management systems and document workflow processes.
• Strong attention to detail and ability to manage large volumes of technical documentation.
• Familiarity with project planning and progress monitoring principles.
• Excellent organizational, communication, and coordination skills.
• Proficiency in Microsoft Office applications, particularly Excel.
• Knowledge of document management platforms such as Aconex, SharePoint, Teamcenter, ProArc, or equivalent systems is considered an advantage.
• WORKPLACE DYNAMICS - Resourcefulness in shaping progress and working efficiently.
• PERSONAL EMPOWERMENT - Ownership for life, work and results, striving to grow professionally and personally.
• INTERPERSONAL INFLUENCE - Skills and strategies we use to interact effectively with others.
• DOMAIN & BUSINESS ACUMEN - Applying a scientific approach and critical thinking in operations and solution development within area of expertise.
• FORESIGHT & INSIGHT - Context awareness adopting a systemic perspective and informed decision making.

RINA is a multinational company providing a wide range of services in the energy, marine, certification, infrastructure & mobility, industry, research & development sectors. Our business model covers the full process of project development, from concept to completion.

At RINA, we endeavor to create a work environment where every single person is valued and encouraged to develop new ideas. We provide equal employment opportunities and are committed to creating a workplace where everyone feels respected and safe from discrimination or harassment of any kind.We are also compliant to the Italian Law n. 68/99.