Document Controller Tasks and Responsibilities

Responsibilities and Tasks:

1. Properly receive, process, monitor and report on project documents including engineering
drawings, documents and data in an Electronic Document Management System (EDMS)
2. Support the use of documents on the project in a shared, controlled and uncontrolled
environment
3. Monitor and ensure accuracy of Master Document Registers (MDRs), Supplier MDRs
(SMDRs), Distribution Matrix, and Deliverable Review and Accountability Matrixes
(DRAMs)
4. Process and distribute engineering documents, drawings and project deliverables in
accordance with established procedures and timescales
5. Ensure compliance to company standards by performing quality audits on all incoming
and outgoing documentation
6. Provide end-user training to all team members on document control procedures as
needed
7. Work with Engineering Contractor’s Document Control to ensure their document
deliverables are in compliance with applicable policies, guidelines, requirements and
standards
8. Interface with Contractor’s Document Control to ensure that all document registers are
maintained and updated
9. Support for other work/activities as may be required on a time-to-time basis. This includes
assistances to Quality assurance and Project management.
10. Ensure activities comply with Company Quality and HSE policies.
11. Provide assistance, support and knowledge in the completion of documentation requests
and queries
12. Provide clear and accurate responses to contractors and vendors on all document control
queries and issues
13. Ensure the timely issue and return/resolution of query documents i.e. technical queries,
clarifications, corrective actions etc.
14. Perform handover activities such as the handover of documents to Operations and
Maintenance at the completion of the project
15. Perform document filing, archiving, hardcopy scanning, photocopying, distribution, and
record book creation as needed
16. Provide professional document control duties applying diversified knowledge and
experience of document control and filing practices to support construction projects.
17. Organize and file current document backlog from project job packages per the company’s
current filing process.
18. Responsible to process all submittals and input into the system.

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 Document Controller Tasks and Responsibilities

19. Maintain updated submittal log, monitor the submittal schedule and status.
20. Receive, log, and track plans and specifications as received including all revisions.
21. Distribute plans and specifications to contractor personnel as well as subcontractors.
22. Maintain all hard copy files of project documentation.
23. Maintain electronic copy files of project documentation.
24. Support project team in regards to submittals, RFI’s, drawings, specifications, and other
project documents.
25. Ensure the orderly flow of construction documentation throughout the Solar PV plant
implementation process.
26. Monitor technical documents review and approval in accordance with agreed schedule
27. Monitoring of documentation progress in cooperation with the project planner
28. Ensuring the use of standardised forms and templates
29. Set-up Projects folders and facilitate Project communication process
30. Establish and maintain the Master Document Register in cooperation with the Project
team

Primary Interfaces: In performing duties, the Document Controller will coordinate closely
with the
1. Document control lead / Engineering
2. Various project teams,
3. 3rd party vendors and contractors,
4. Information Management (IM) and
5. Information Technology (IT).

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