Site Document Controller - Sutherland and Matjiesfontein (Fixed Term Contract) at TotalEnergies

Activities

• The Site-Based Document Controller is responsible for the effective control, distribution, tracking, and archiving of project documentation on the construction site. The role ensures that all project documentation is accurate, up to date, compliant with document control procedures, and readily available to site teams.

This position plays a critical role in supporting construction activities, audits, handovers, and compliance requirements throughout the project lifecycle. Key responsibilities are:

Document Control & Records Management

• Establish, implement, and maintain site document control procedures aligned with project and company standards.
• Receive, register, track, distribute, and archive all incoming and outgoing project documentation.
• Ensure correct document numbering, version control, classification, and filing in the approved Electronic Document Management System (eDMS) and site files.
• Maintain document registers, transmittals, revision histories, and distribution lists.
• Control superseded and obsolete documents to prevent incorrect usage on site.
• Ensure that the Master Document Distribution Matrix (MDDM) is up to date
• Provide support to the Snr Document Controller in continually improving both Company and Project specific Document Management procedures and processes

Construction Site Document Support

• Ensure the latest approved drawings, specifications, method statements, procedures, and permits are always available on site.
• Manage “Issued for Construction” (IFC), redline, and As-Built documentation.
• Liaise with construction teams to understand document requirements and support daily site activities.
• Assist with document compilation for inspections, audits, commissioning, and handover.
• Manage the Technical Queries and Concession/Deviation requests and ensure they are closed out timeously
• Provide eDMS training to team and Contractors as required

Contractor & Stakeholder Coordination

• Lead the project document control meetings with Contractors
• Manage the interface with contractors, consultants, and suppliers regarding document submissions and revisions.
• Track document review cycles and follow up on outstanding comments and approvals.
• Support project team, contractors and service providers with Document Control issues
• Ensure contractor documentation complies with project document control and quality requirements.

Quality, Audit & Compliance Support

• Support internal and external audits by providing complete, accurate, and traceable records.
• Ensure compliance with company, client, and regulatory document control and records requirements.
• Conduct regular on site Document Control Audits to ensure Contractor compliance
• Assist with preparation of handover and close-out documentation for operations and maintenance.

Reporting & Continuous Improvement

• Prepare regular document control and site administration status reports.
• Identify gaps and improvement opportunities in document and site administration processes.
• Support lessons learned and best practice implementation across the project.

Site Administration

• Provide day-to-day administrative support to the site team and construction management.
• Manage site correspondence, filing systems, and record keeping (digital and hardcopy).
• Assist with site induction records, attendance registers, access control logs, and site filing.
• Coordinate meeting logistics, prepare agendas, take minutes, and track action items where required.
• Support site reporting by compiling and distributing weekly/monthly site packs and reports.
• Assist with onboarding documentation for new site personnel and contractors.

Candidate Profile

• A formal qualification in administration is preferable. 
• Minimum of 5 years of experience in the Energy or Construction industry as a Document Controller.  
• Proven experience managing an Electronic Document Management System (EDMS) 
• Knowledge of document control processes and systems on projects and knowledge of the interface management with Contractors will be required. 
• Knowledge of engineering documents and approval processes within projects. 
• Experience in formal handover and close-out documentation for operations and maintenance
• Working knowledge and experience in different types of filing systems and good communication and interpersonal skills 
• Intermediate computer skills MS Office, Word, Excel, Outlook, Microsoft Teams/SharePoint
• Attention to detail
• Able to work independently
• A valid Driver’s license