Document controller

The position is responsible for the creation support and monitoring of document flows (submission review approval release) as well as the underlying coordination with the aim of achieving efficient use of time and strict compliance with document management procedures.

Result areas:

• Manage optimize and set up the Document Management System (DMS) and the approval flows with the aim of ensuring correct operation and tailoring the workflows to the specific needs of projects.
• Technically adjusting the standard approval flow within projects by building in extra steps in collaboration with project stakeholders.
• Checking authorizations and granting the correct access to specific information.
• Follow up on document versions revisions and approval flows to ensure the most up-to-date information.
• Manage control and coordinate the entire lifecycle of project CE and operation documentation with the aim of ensuring the integrity traceability and availability of information in accordance with internal guidelines and legal requirements.
• Register maintain and centralize project documents (such as as-built operation and construction files) in the system provided for this purpose without having to draw them up yourself.
• Monitoring traceability between documents changes and the associated approvals.
• Administratively preparing and supporting internal and external audits by providing correct and complete documentation to demonstrate that everything is compliant upon hiring.
• Checking registering and classifying documents for completeness and formal requirements with the aim of building qualitative files that meet the (project) agreements.
• Purely formal verification of documents on the basis of a standardized checklist without substantive assessment.
• Ensuring correct naming and document structure.
• Acting as a central point of contact for document-related questions and raising awareness among project teams with the aim of promoting a uniform and qualitative working method within the organization.
• Providing training and explaining processes and flows to internal and external parties (such as contractors) to ensure smooth cooperation.
• Addressing stakeholders when documents are stuck and proactively identifying bottlenecks or risks to the project leader.
• Supporting project leaders in documentation planning and preparing reports on the status of documents.
• Managing following up and performing additional administrative tasks with the aim of supporting the operational progress of projects and facilitating the rights management of documentation.
• Create follow up and manage access to documentation for external employees.
• Taking care of general information exchange managing (project) mailboxes and taking minutes during meetings.
• Proactively identifying risks and making proposals for improvement within document management processes.