Document controller

The position is responsible for drafting, supporting, and monitoring document flows, such as submission, review, approval, and release. Additionally, the role handles the underlying coordination, with the aim of achieving efficient time management and strict adherence to document management procedures.

RESULT AREAS:

• Managing, optimizing, and configuring the Document Management System (DMS) and approval flows, with the aim of guaranteeing correct operation and aligning the workflows with the specific needs of projects.
• Technically adapting the standard approval flow within projects by incorporating additional steps, in collaboration with project stakeholders.
• Checking authorizations and granting appropriate access to specific information.
• Monitoring document versions, revisions, and approval flows to ensure the most up-to-date information.
• Managing, controlling, and coordinating the entire lifecycle of project, CE, and operational documentation, with the aim of ensuring the integrity, traceability, and availability of information in accordance with internal guidelines and legal requirements.
• Registering, maintaining, and centralizing project documents, such as as-built files, operational files, and construction files, in the designated system, without creating them yourself.
• Monitoring traceability between documents, changes, and associated approvals.
• Administratively preparing and supporting internal and external audits by providing correct and complete documentation, to demonstrate that everything is compliant upon hiring.
• Checking, registering, and classifying documents for completeness and formal requirements, with the aim of building high-quality files that comply with the project agreements.
• Performing a purely formal review of documents based on a standardized checklist, without substantive assessment.
• Ensure correct naming and document structure.
• Acting as the central point of contact for document-related questions and raising awareness among project teams, with the aim of promoting a uniform and high-quality working method within the organization.
• Providing training and explaining processes and flows to internal and external parties, such as contractors, to ensure smooth collaboration.
• Engaging stakeholders when documents are stuck and proactively reporting bottlenecks or risks to the project leader.
• Supporting project leaders with documentation planning and drafting reports on the status of documents.
• Managing, following up on, and executing additional administrative tasks, with the aim of supporting the operational progress of projects and facilitating rights management regarding documentation.
• Creating, tracking, and managing access to documentation for external employees.
• Handling general information exchange, managing project mailboxes, and taking minutes during meetings.
• Proactively identifying risks and making improvement proposals within document management processes.

Skills

• Communication
• Document lifecycle management and version control
• Document Management System
• Document management within a technical, industrial, or project environment
• Technical documentation (plans, diagrams, files)

Languages
Dutch - Level Native or bilingual proficiency  
English
French  Level Limited working proficiency