Job Description
1. Document Control & Management
Set up and maintain document control procedures in line with project and company standards.
Manage incoming and outgoing project documentation including drawings, specifications, reports, calculations, schedules, and correspondence.
Ensure proper document numbering, version control, revision tracking, and approval status.
Maintain Master Document Register (MDR) / Document Control Index (DCI).
2. Project Coordination
Coordinate with engineering, procurement, construction, and commissioning teams to ensure timely submission and retrieval of documents.
Track document review cycles, transmittals, comments, and approvals from clients, consultants, and contractors.
Monitor document deliverables against project schedules and highlight delays or gaps to the Project Manager.
3. Systems & Tools
Manage electronic document management systems (EDMS) such as SharePoint, or similar platforms.
Ensure proper folder structure, access control, and data security within the document management system.
Support audits by ensuring document traceability and availability.
4. Quality & Compliance
Ensure documents comply with contractual, quality, and ISO requirements (e.g., ISO 9001).
Maintain records for design reviews, RFIs, technical clarifications, and change management documentation.
Archive project documents upon project completion in line with company policy.
5. Reporting & Communication
Prepare regular document status reports for project management and stakeholders.
Communicate clearly with internal teams and external stakeholders regarding document status and requirements.
Requirements
Technical Skills
Strong knowledge of document control processes and project lifecycle documentation.
Hands-on experience with EDMS tools (Aconex, SharePoint, Asite, etc.).
Proficiency in MS Office (Excel, Word, Outlook).
Soft Skills
High attention to detail and accuracy.
Strong organizational and time management skills.
Effective communication and coordination abilities.
Ability to handle multiple projects and deadlines simultaneously.
Preferred Attributes
Familiarity with solar project documentation such as design deliverables, BoQs, technical specifications, drawings, and as-built documentation.
Experience working with international clients and multi-location teams.
Understanding of QA/QC and project management workflows.
