Document Controller - Release at Scatec ASA

Main purpose of position

Currently we are looking for a Document Controller to be based in Cape Town, South Africa and be part of our global team. The primary responsibility of  the Document Controller is to establish and maintain an effective document control system within the Release organisation. This involves managing all project- and fleet-related documentation, including the creation, revision, distribution, sorting, storage and retrieval of documents.

Main responsibilities 

• Document Tracking and Version Control: Responsible for tracking the progress of project documents, ensuring that they are properly reviewed, approved and updated.
• Managing document version control, ensuring that the latest versions of documents are available to the relevant stakeholders while maintaining a clear audit trail.
• Document Review and Approval Process: Facilitates the review and approval process for project documents.
• Ensuring that documents are routed to the appropriate individuals or teams for review, gather their feedback, address any required revisions, and obtain final approvals before the documents are considered official and implemented.
• Documentation Standards and Compliance: Ensures that all project documents adhere to established documentation standards, guidelines, and templates.
• Ensuring compliance with industry regulations, contractual requirements, and quality management systems of the company.
• Document Distribution and Access Control: Manages the distribution of documents to the relevant internal and external stakeholders, ensuring that the right parties, individuals or teams have access to the required documents at the appropriate stages of the project.
• Implement access and permissions controls to maintain document security and confidentiality and shall manage external document sharing/receival via a formal transmittal system.
• Document Archiving/Handover: Maintains an organized and efficient system for project document handover, closeout or archiving.
• Establishing a logical folder structure or implementing metadata or indexing systems and ensuring that all project’s documents are easily retrievable for future reference or audit purposes.
• Communication and Collaboration: Serves as a point of contact for project team members regarding document-related inquiries, updates and requests.
• Collaborates closely with project managers, engineers, supply chain, clients, and other stakeholders to ensure effective document management and information flow.
• Training and Support: Provide training and support to project team members on document control procedures, tools and systems.
• Assist in developing documentation guidelines and conduct periodic reviews to identify opportunities for improvement in document control processes.
• Management of SharePoint sites: Working together with the companies’ Information Technology (IT) department to create and maintain project SharePoint sites, where project documentation is stored.

Qualifications and competencies 

• University Degree: Project Management advantageous
• 5+ years Document Control experience, preferably on EPC/Construction projects
• Fluent both written and spoken in English
• Good understanding of Engineering / Procurement / Construction process
• Excellent MS Office Suite software knowledge
• Good working Knowledge of Microsoft SharePoint and Adobe Acrobat
• Experience with e-Document management systems (EDMS)
• Knowledge of ISO9001 requirements

Additional information

• Strong organizational skills
• Clear thinker and detail oriented
• Highly structured, systematic and analytical
• Independent and proactive
• Ability to communicate clearly in a professional manner to various internal and external parties
• Ability to compile reports and submit to management in a structured and professional manner
• Sound understanding of multi-cultural environments
• Able to work in a fast-paced and deadline driven project environment
• Ability to prioritize effectively

Personal characteristics

It is part of every Release employee's terms of reference to contribute to Scatec group’s vision: Improving our Future and adhere to our company values which are:

• Predictable: demonstrate clear communication and listening skills, shares information in an open and honest way
• Driving results: demonstrate determination, pro-activeness, can prioritise and work independently
• Changemaker: demonstrate entrepreneurship, can challenge, fast learner, take initiates and adjust
• Working together: demonstrate teamwork, shares responsibilities, can compromise, has a can-do attitude