Senior Document Controller

SUMMARY:
To manage internal & external project documentation in accordance with project-specific requirements

POSITION INFO:
We are seeking a Senior Document Controller to manage both internal and external project documentation in line with project-specific requirements. On larger projects requiring a team of document controllers, the Senior Document Controller will oversee, coordinate, and allocate document control tasks, ensuring effective communication with the project team. Key Responsibilities Technical Expertise Establish and maintain the document management system for the project, in accordance with project-specific requirements, supported by the Document Control and IT Departments; Coordinate all activities related to document control procedures; Explain the project document process clearly to the project execution team; Support user requests for documentation and deliver training on the Document Control System; Maintain a document and drawing register, where applicable; Copy, scan and file all project documentation accurately; Input documentation into the document management system, including but not limited to: Project-specific procedures; Procurement and contractual documentation; Correspondence, minutes of meetings and project letters; E-mails (as required); QA/QC reports and documentation; Payment certificates and invoices; Supplier and engineering drawings; Operating manuals and data books; Month-end reports. Generate reports from the document management system to monitor document status; Manage squad check documents, drawings, operating and maintenance manuals, and data books; Oversee the internal and external issuing of drawings and documentation, including the transmittal process; Assist in supporting internal and external audits; Compile close-out documentation, including end-of-job manuals such as spares, operating and maintenance manuals, data books, and as-built drawings for each piece of equipment or area; Ensure all required handover documents are accurately filed to facilitate a seamless project handover. Operational Function Oversee, facilitate and delegate document control functions; Act as the primary interface with the project team regarding document control processes; Monitor and report on document control progress throughout projects; Provide training and mentoring to document control personnel as required. Stakeholder Relations Maintain professional and respectful interactions with all stakeholders; Keep relevant stakeholders informed and up to date on the status of the project's technical documentation; Ensure DRA remains the client's preferred engineering service provider through consistent quality and communication. Personal Capabilities Take full ownership and accountability for deliverables; Be proactive, results-driven and committed to excellence; Value innovation and diversity of ideas within the team; Maintain a positive, \"can-do\" attitude; Demonstrate initiative and actively seek opportunities for personal growth and capability development; Drive continuous personal development; Work effectively on own initiative while considering the wider needs of the team; Recognise own skills and knowledge limitations and seek support when necessary; Perform well under pressure, managing multiple tasks simultaneously and prioritising workloads to meet deadlines; Maintain a high degree of accuracy, attention to detail, and excellent organisational skills; Exhibit a positive attitude and strong team player qualities; Present and conduct oneself professionally, respectfully and amicably, with excellent written and oral communication skills. Qualifications Experience with Document Management Systems such as Docwize, Aconex, etc. - advantageous; Proficiency in the full MS Office suite at a minimum intermediate level - advantageous; Professional membership - not required. Experience Proven experience in a similar role at a comparable level within a company - 5+ years (essential); Document management experience - 5+ years (essential); Experience with document management systems - 5+ years (essential); Experience working within EPCM/Mining environments - 5+ years (essential); Experience across the full project cycle (tendering, pre- and post-proposal development) - 3+ years (essential). Knowledge Areas Understanding of project requirements and their implications - advantageous; Intermediate proficiency in MS Office, including Outlook, Word, PowerPoint and Excel - essential; Knowledge of spreadsheets, databases, word processing and job-specific software - essential; Ability to maintain clear and accurate records and reports - essential; Competence in using computer systems to input data efficiently and retrieve records and information - essential; Strong organisational skills in managing workload and filing systems - essential; Excellent verbal and written communication skills - essential.