Project Document Controller (FTC) - Cape Town

TOTAL Deutschland GmbH; South Africa; On-site; ZAR 30 000 - 50 000; Full time

Job summary

A leading renewable energy company in Cape Town is hiring a Document Controller with at least 5 years of experience in the Energy or Construction industry. The position involves coordinating document control activities, managing eDMS systems, and ensuring compliance with document control procedures. Candidates should have a formal qualification in administration and knowledge of document control processes. TotalEnergies promotes diversity and equal opportunity in employment.

Benefits

Equal opportunity employer

Diversity promotion

Qualifications

• Minimum 5 years of experience in document control.
• Knowledge of engineering documents and approval processes.
• Experience in different types of filing systems.

Responsibilities

• Coordinate document control activities for the Project.
• Ensure the eDMS Contract setup is managed correctly.
• Conduct regular on-site Document Control Audits.

Skills

Knowledge of document control processes

Proven experience with EDMS

Good communication skills

Willingness to travel to site

Education

Formal qualification in administration

5+ years in Energy or Construction industry

Job description

Country South Africa

City CAPE TOWN

Workplace location CAPE TOWN-TYGER VALLEY CHAMBERS 2(ZAF)

Employer company TotalEnergies Renewables Southern Africa

Domain Governance and Information, Industrial Projects, Operations, Secretarial/Administrative Support

Type of contract Regular position

Experience Minimum 6 years

TotalEnergies gross low-carbon power generation capacity worldwide is currently close to 10 gigawatts. TotalEnergies targets 35 GW of a renewable generation capacity in 2025 and will continue to expand its business to become a leading international player in renewable energies with a target of 100 GW by 2030.

About TotalEnergies Renewables International Middle-East & Africa (TTE-RI MEA):

• Very competitive environment with Tier 1 renewables developers’ competitors;
• Very large Projects – up to 2GWp.

About TotalEnergies Renewables International (TTE-RI):

• TERI operates in a strong growth and highly competitive environment.
• TERI maintains a high growth rate, both organic and by acquisitions, on a global geographical scope, often relying on tight schedule complex transactions with high financial, legal and execution stakes.
• These stakes require permanent coordination with business entities, the Branch and Company.

Activities

The main objective of this position is to coordinate document control activities to ensure that the Project meets the planned progress milestones:

Document Control:

• Ensure that the eDMS Contract setup for each contractor is set up correctly for the SAL Wind Project and day to day management
• Assist External contractors with eDMS training as required
• Ensure that the Contractors MDR is up to date
• Ensure that the team reviews the Contractors MDR timeously
• Ensure that the Master Document Distribution Matrix (MDDM) is up to date
• Ensure that the New Prodom Technical Queries (TQ) & Contractor Deviation Request (CDR) modules are closed out timeously
• Ensure that quality checks on Contractors Document submittals are done timeously for distribution
• Ensure contractor submittal imports and distribution to team is done timeously
• Ensure notification reminders are sent to team for urgent review and approvals
• Ensure regular follow ups with Contractors if any documents are delayed
• Correspondence Module: Create and send correspondence Letters/Notices issued to and received from Contractors
• Ensure that New Prodom tickets and queries are closed out timeously
• Monitor the Contractor’s MDR progress against project milestones and assist with reporting
• Ensure Documents For Operations (DFO) are up to date, comprehensive and received timeously with the support of the project team
• Conduct regular on site Document Control Audits to ensure Contractor compliance
• Ensuring that all documentation is dully filed (both hard and electronic copy) with tracking logs up to date.
• Provide Document Control assistance to the Project team
• Support project team, contractors and service providers and ensure compliance of document control procedures are adhered to

Administration:

• Assist with various administrative functions
• Ensure that the Project Communication Matrix is up to date
• Manage SharePoint/Teams Folder Structure and ensure team adherence to requirements
• Assist in providing reporting tools such as Status Report/Input Audit Report and any other form of monitoring reports required by Project Director, Construction Manager and QA/QC Manager
• Provide support to the Snr Document Controller in continually improving both Company and Project specific Document Management procedures and processes
• Provide support to the SAL Document Controllers as needed
• Ensure all teams are trained on the eDMS and timeously schedule refresher/additional training for introduction to new system functions

Candidate Profile

• A formal qualification in administration is preferable.
• Minimum of 5 years of experience in the Energy or Construction industry as a Document Controller.
• REIPPPP experience is highly recommended.
• Proven experience with Electronic Document Management System (EDMS)
• Knowledge of document control processes and systems on projects and knowledge of the interface management with vendors will be required.
• Knowledge of engineering documents and approval processes within projects.
• Working knowledge and experience in different types of filing systems and good communication and interpersonal skills
• Willingness to travel to site
• Able to work independently
• A valid Driver’s license

Additional Information

TotalEnergies values diversity, promotes individual growth and offers equal opportunity careers.

TotalEnergies is an equal opportunity employer and all applicants that meet the specified criteria will receive consideration for employment without discriminating unfairly on any arbitrary ground, including but not limited to race, gender, sex, ethnic or social origin, colour, sexual orientation, age, disability, religious conscience belief, political opinion, culture, language, marital status, or family responsibility.