Document Controller

Fluence Energy; Amsterdam; On-site; EUR 48,000 - 72,000; Full time

Job summary

Fluence Energy is seeking a Document Controller to oversee document control across UK and future markets. You will manage EDMS, ensure accurate filing, and support audits and project handovers in a compliance-driven environment.

Ideal candidates have 3–5 years in document control within engineering or energy sectors, strong MS Excel skills, and experience with SharePoint and PROCORE. Fluence Energy values quality, traceability, and cross-functional collaboration.

Qualifications

• Experience in document control in engineering, construction, or energy infrastructure.
• Ability to coordinate documentation transfers across internal and external stakeholders.
• Experience managing final archiving, project closeout files, and safety/service handover documentation.
• Strong understanding of EDMS processes and compliance requirements.
• Familiarity with ISO quality management records and audits.

Responsibilities

• Establish and maintain document control procedures and workflows.
• Manage document numbering, revision control, and version tracking.
• Register, distribute, and file project documentation accurately.
• Maintain document registers, logs, and tracking systems.
• Oversee document transmittals and ensure proper documentation of exchanges.
• Administer and maintain EDMS; ensure data integrity and security.
• Monitor user access rights and system compliance.
• Support process improvements and automation initiatives.
• Coordinate with engineering, procurement, construction and QA teams to align document flow with schedules.
• Prepare reports on document status and risks.

Skills

Attention to detail

MS Excel

Workflow automation

English language skills

Education

High school diploma

Associate or Bachelor’s degree in Business Administration / Information Management / Engineering

Tools

Microsoft SharePoint

PROCORE

Job description

Job Description

The Document Controller is responsible for overseeing and managing all document control activities across projects or departments for the UK & Future Markets. The role ensures the accurate control, distribution, storage, and archiving of technical and non-technical documents in compliance with company procedures, contractual requirements, and industry standards. The Document Controller ensures consistent document management practices are maintained.

Key Responsibilities

Document Management & Control

• Establish and maintain document control procedures and workflows.
• Manage document numbering, revision control, and version tracking systems.
• Ensure accurate registration, distribution, and filing of all project documentation.
• Maintain document registers, logs, and tracking systems.
• Oversee document transmittals and ensure proper documentation of exchanges.

Electronic Document Management Systems (EDMS)

• Administer and maintain the electronic document management system.
• Ensure data integrity, security, and accessibility within the EDMS.
• Monitor user access rights and system compliance.
• Support system improvements and process automation initiatives.

Compliance & Quality Assurance

• Ensure documentation complies with contractual requirements, regulatory standards, and company procedures.
• Support internal and external audits by providing required documentation.
• Maintain records in accordance with quality management standards (e.g., ISO requirements).
• Implement document retention and archiving policies.

Project Support

• Coordinate with engineering, procurement, construction, quality, and project management teams to ensure document flow aligns with project timelines.
• Monitor document submission schedules and identify potential delays.
• Support project close-out by managing final documentation and handover packages.
• Assist with claims documentation and contractual correspondence tracking when required.

Reporting & Communication

• Prepare regular reports on document status, overdue items, and workflow performance.
• Communicate document-related risks or issues to project management.
• Act as the primary point of contact for document control matters.

Accountabilities

• Accuracy and integrity of all project documentation.
• Timely distribution and retrieval of documents.
• Compliance with document control procedures and contractual obligations.
• Effective performance and development of the document control team.

Required qualifications and experience

• Technical Sector Experience: 3 to 5 years of document control experience in engineering, construction, or energy infrastructure. Prior experience managing technical drawings, supplier and contractor submittals, and vendor files is highly valued.
• Multi-Stakeholder Project Environment: Proven capability in coordinating documentation transfers between internal project teams (e.g., Project Managers, Commissioning Engineers, Quality teams) and external stakeholders and sub-contractors.
• Quality & Handover Management: Experience managing the final archiving process, project closeout files, and coordinating the collation of Safety Files & Service Handover Documentation (such as design risk assessments, manufacturer quality reports, and as-built drawings).
• A high school diploma or equivalent is the baseline requirement. However, a relevant associate or bachelor’s degree in Business Administration, Information Management, or Engineering is preferred.
• System Certifications (EDMS):
  • Advanced certifications or administrative experience in Microsoft SharePoint.
  • Experience with specific document management tools (e.g., PROCORE).

Additional Skills

• Ability to interpret, check, and organize technical drawings, data sheets, single-line diagrams (SLDs), and complex engineering registers.
• Advanced spreadsheet skills (MS Excel) for maintaining meticulously organized document transmittals, master registries, and tracking logs.
• Exceptional attention to detail to check incoming contractor files for correct naming conventions, numbering protocols, and proper technical sign-offs.
• Workflow Automation: Proficiency in Microsoft Power Automate (Flow) or similar tools.
• Language Skills: Fluent in English and one other language: French, Italian and/or Dutch.