Document Controller
Document Controller
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Job Description
ABOUT
Our client company based in Stuttgart (Germany) specializes in the design and construction of lightweight structures integrating architecture and engineering based of scientific research and minimalistic forms in harmony with the ornamentation of buildings.
RESPONSIBILITIES & REQUIREMENTS
1. Document Management and Organization:
Develop and maintain a structured document control system tailored to the projects diverse needs encompassing simulation data scheduling files literature reviews and stakeholder agreements.
Classify and index documents based on their categories and the agreedon naming convention to ensure easy access and retrieval.
Monitor and implement document control workflows including submission review approval and archiving process.
Manage and track document updates ensuring accurate labeling of versions and maintaining detailed revision history log.
2. Information Flow and Coordination:
Serve as the central hub for document exchange liaising with all project partners and stakeholders to collect review and distribute necessary files.
Develop and maintain a distribution matrix to track document flows between project participants.
Establish deadlines for document submissions and follow up with partners to ensure timely compliance.
Coordinate the preparation and distribution of collaborative documents such as meeting minutes work plans technical reports and policy recommendations.
3. Compliance and Auditing:
Implement and enforce compliance with project document standards such as confidentiality agreements formatting guidelines and naming conventions.
Conduct periodic audits of the document control system to ensure consistency accuracy and regulatory compliance.
Identify and resolve discrepancies in documentation to maintain the integrity of the projects data and reporting.
Stay updated on applicable regulations and standards related to documentation and ensure the project adheres to them.
4. Stakeholder Communication Support:
Prepare concise summaries of technical documents simulations and reports for stakeholders ensuring accessibility to nontechnical audiences.
Maintain meeting records including detailed minutes action items and decisions and distribute them to relevant stakeholders promptly.
Supporting the drafting and formatting stakeholder reports and presentations ensuring alignment with project branding and standards.
Coordinate with stakeholders to address documentrelated inquiries or provide clarification on data and reports.
5. Risk Management and Reporting:
Identify potential risks in documentation workflows (e.g. delayed submissions missing data) and propose solutions to mitigate them.
Generate regular document control status reports including metrics such as pending approvals overdue submissions and database updates.
Work closely with the project management team to ensure documentation aligns with project timelines and deliverables.
Employment Type
Full Time
