Document Controller Lead

Integralis; Secunda; On-site; ZAR 600,000 - 840,000; Full time

Job summary

Integralis is seeking a Document Controller Lead to ensure compliance with industry standards and manage document control processes. The successful candidate will engage with customers, conduct audits, coach team members, and oversee project health tracking. This role requires a proactive individual with strong organizational skills and at least 7 years of experience in document control or a related field.

Qualifications

• Minimum of 7 years' experience in document control or related field.
• Experience in a standards-driven or service-oriented environment.
• Expertise in document control procedures and familiarity with industry standards.

Responsibilities

• Engage with customers to understand document control requirements.
• Assist in audits ensuring compliance with standards.
• Coach and train document control team members.

Skills

Organizational skills

Communication

Attention to detail

Analytical skills

Problem-solving

Education

Relevant Certification in Business Administration

Certification in Quality Management

Tools

Microsoft Office Suite

Job description

Job Specification

Job Title

Document Controller Lead

Level (Junior / Intermediate /Senior/Leadership)

Intermediate to Senior

Reports to

Operations Manager

Department

Document Control

Position Summary:

We are looking for a proactive, detail-focused, and self-motivated DC Lead to assist the Sasolburg Tri-Lead. The ideal candidate may be located / reside in Secunda and/or Sasolburg

Introduction

As a Document Controller Lead, you play an intricate role in supporting the Consultant and working closely with the consultant to ensure the smooth functioning of document control processes, ensuring compliance with industry standards and best practices.

This role involves active involvement in various aspects of project management, including customer engagements, audits, staff coaching, reviews, meeting minutes, mailbox setups, project closeouts, and overall project health tracking.

As a Document Controller Lead, you will be part of a Tri-Lead Structure, consisting of several tiers and of which the Consultant takes full ownership of this structure and from whom relevant instructions will be issued and needs to be adhered.

Responsibilities:

Being in the Role of Document Controller Lead, you will have the key responsibilities pertaining to

1. Customer Engagements
2. Audits
3. Coaching
4. Reviews
5. Minutes of Meetings
6. Mailbox Setups
7. Project Close-out
8. Project Health Tracking
9. Health Checks
10. REE Process Management
11. Deviations Management
12. Reporting
13. Assisting DC Co-Ordinator
14. Assisting Consultant

Customer Engagements:

Collaborate with the consultant in engaging with customers to understand document control requirements and expectations and ensuring these align to Standards and Practices.

Act as a liaison between the document control team and clients, ensuring effective communication and

customer satisfaction.

Audits:

Assist in preparing for and participating in audits related to document control projects.

Ensure compliance with industry standards and regulatory requirements during audit processes.

Coaching:

Provide coaching and guidance to document control team members within the Tri-Lead structure, fostering a culture of continuous improvement.

Facilitate training sessions and workshops to enhance team members' skills and knowledge.

Identify gaps within the Tri-Lead team and escalate to Consultant / S&P for further training.

Reviews:

Ensure e-mails received by the Mailbox Management team related to any “Document Review” process are routed to the DC-Lead.

Manage all tasks within the document review process.

DC-Lead follow up with the project team ensuring all reviews are done within the project SLA timeframe.

Minutes of Meetings:

Record accurate and comprehensive minutes during project and team meetings, ensuring that key decisions and action items are documented.

Ensure these minutes of meetings are distributed to the relevant stakeholders within the project team as well as members within the Tri-lead structure.

Mailbox Setups:

Request and oversee the setup and organization of any and all new project mailboxes, ensuring efficient document flow and accessibility.

Collaborate with the mailbox support team to address any issues and optimize mailbox functionalities.

Project Close-out

Assist the Consultant whenever a project has received notice of either going on-hold or has reached completion to ensure the correct close-out process is followed and that all actions related to the closeout process is assigned to the correct stakeholders and followed-up on a frequent basis to ensure the Project Close-out is completed in a timely manner.

Project Health Tracking:

Maintain tools to track the overall health of projects, identifying potential risks and areas that require attention.

Work with the consultant to develop strategies for mitigating project risks.

Health Checks:

Conduct regular health checks on the document management system to identify and rectify any issues promptly.

Health Check Block “B” will be the Document Controller Lead’s responsibility and needs to take full ownership on any findings pertaining to this section.

Health Checks need to be submitted on a Monthly basis, based on Zuzani Quality Assurance Schedule.

Regional Engineering Enablement (REE) Process Management:

Manage the Request for Engineering Evaluation (REE) process, ensuring timely and accurate processing of requests.

Collaborate with relevant stakeholders to address and resolve any issues related to the REE process.

Identification of GAPS within the REE process and reporting these to the Consultant, S&P as well as

Operations Manager.

Deviation Management:

Attend to and address any deviations that were identified, whether from self-assessments or from a Quality Assurance finding.

Work closely with relevant stakeholders to implement corrective actions and prevent recurrence.

Reporting:

Generate regular reports on document control metrics, deviations, and system health.

Reports are to be submitted to the consultant as per agreed periods.

Provide insightful analysis and recommendations for continuous improvement.

Assistance to DC Co-Ordinator:

Provide support to the DC Co-Ordinator as needed, ensuring alignment with document control objectives.

Assistance to Consultant:

Provide support to the Consultant as needed, ensuring alignment with document control

objectives.

Key Skills and Competencies:

• Strong organizational and administrative skills.
• Excellent written and verbal communication.
• Attention to detail and a quality-oriented mindset.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to manage multiple tasks and meet deadlines.

• Excellent analytical and problem-solving skills.
• Effective communication and interpersonal skills for cross-functional collaboration.
• Data Excellence.
• Quality Orientation.
• Strategic thinking and decision-making ability

• Time Management.
• Critical Thinking.
• Training and Development.
• Change Management.
• Stakeholder Engagement.
• Conflict Resolution.

Attributes:

• Leadership
• Accountability
• Collaboration
• Integrity
• Adaptability & Flexibility
• Initiative
• Problem-Solving
• Positive Attitude

Qualifications:

• Relevant Certification in Business Administration, Quality Management, or a related field.
• A minimum of 7 years’ experience in document control or a related field.
• Experience in a standards-driven or service-oriented environment.

• Expertise in document control and familiarity with industry standards.