Senior Document Controller

Job description

• Analyze project inputs to assess documentation scope and requirements.

• Estimate the hours needed for documentation activities.
• Identify key documentation-related elements such as penalties, special requirements (e.g., hard copies, translations), and contractual obligations.

Initiation & Setup Stage:

• Review and analyze project documentation requirements.
• Reconfirm documentation effort estimation.
• Highlight critical documentation aspects (penalties, special formats, etc.).
• Define documentation guidelines and establish a tracking and follow-up system.
• Set up the documentation management process and tools.
• Create the initial Master Document Register (MDR) in coordination with the PM.
• Train the project team on documentation processes and tools.
• Coordinate with the customer’s Document Manager to align on expectations and demonstrate internal processes.
• Propose and implement a documentation process for suppliers.

Monitoring & Control Stage:

• Consolidate the documentation plan and confirm delivery dates with the Technical Leader.
• Track documentation progress using internal tools (e.g., GCP Ops).
• Manage the publication and workflow of external documents (e.g., for information, execution, validation).
• Prioritize document packages and manage feedback from all stakeholders (customer, suppliers, site).
• Identify critical documents based on project milestones and customer needs.
• Drive innovation to improve documentation flow, communication, and deadlines.
• Ensure traceability for claims and maintain accurate records.
• Generate and manage transmission forms for contractual documents.
• Regularly update the documentation plan and communicate changes.
• Provide consistent reporting and dashboards to the PM and team.
• Ensure proper archiving of documents received outside the official portal.
• Create and maintain project-specific KPIs.
• Monitor subcontractor documentation performance and compliance.
• Support the preparation of progress reports for both the customer and internal leadership.
• Oversee documentation during construction and installation phases.
• Define and prepare the final documentation package.

Integrated Change Control:

• Provide input to the PM for updating the resource plan based on documentation impacts.
• Update the MDR to reflect changes resulting from time-impacting change orders.

Project Closure:

• Compile and prepare final documentation in accordance with customer requirements.
• Organize and deliver hard copies or digital formats as needed.
• Ensure customer approval of final documentation.
• Contribute to the Lessons Learned Register from a documentation perspective.

Requirements

• Bachelor’s degree in Engineering, Business Administration, Project Management, or a related field.

• 5+ years of professional experience in project documentation, document control, project coordination.
• Professional working proficiency in English.
• Experience using document management systems and standard office tools (e.g., MS Office).
• Strong organizational skills with high attention to detail.
• Ability to manage multiple tasks, follow up with stakeholders, and meet deadlines.
• Fluency in French (spoken and written) is a plus

Benefits

• Annual bonus

• Health insurance and wellness programs
• Professional development and training opportunities