We require a Document Control Supervisor for overseeing the document control process, ensuring the efficient management of all project documentation, and supervising a small team of Document Controllers and Administrators supporting Engineering and Construction projects.
Main Accountabilities & Competencies
Document Control Management
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Oversee the receipt, tracking, and distribution of all project documents, including drawings, specifications, contracts, and reports
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Ensure all documentation is maintained in accordance with Company and industry standards, including ISO 9001 and other relevant regulations
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Implement and maintain document control systems (both electronic and hard copy) to ensure easy retrieval and proper archiving of project documentation
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Manage the document numbering and revision control processes to ensure consistency and traceability of all project documentation
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Ensure timely processing of incoming and outgoing documents, adhering to project deadlines and requirements
Team Supervision
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Supervise, mentor, and develop a small team of Document Controllers and Project Administrators, providing guidance and support to ensure the team operates efficiently
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Allocate tasks and responsibilities within the team, ensuring workload is evenly distributed and deadlines are met
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Conduct regular performance reviews and provide feedback to team members, identifying opportunities for professional development
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Ensure the team adheres to Company policies and procedures, promoting a culture of accuracy and attention to detail
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Demonstrate effective problem-solving skills and ability to adapt
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Lead the team with confidence, positivity and transparency
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Provide performance data reporting and escalate issues to the Head of Quality
Handover Package Oversight
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Oversee the preparation of the handover packages, ensuring that all required documentation is compiled, reviewed, and transmitted to clients before the mechanical completion of projects
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Collaborate with Project Managers, Engineers, Construction teams and other stakeholders to ensure the completeness and accuracy of handover documentation
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Monitor the handover package process to ensure that timelines are met, and any issues are promptly addressed
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Provide guidance and support to the team in managing the handover process, delegating compilation and transmission of documents to the responsible team members
Collaboration & Communication
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Consult with Project Managers, Engineers, Construction teams and other stakeholders to ensure documentation requirements are understood and met
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Function as the primary point of contact for document control-related queries, providing expert advice and support as needed
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Facilitate regular meetings with the Document Control Team and other departments to discuss progress, address challenges, and implement improvements
Quality Assurance & Compliance
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Conduct regular audits of the document control system to ensure compliance with internal and external standards
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Implement corrective actions where necessary to address non-conformances in the document control process
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Implement continuous improvement actions to the Company’s processes, systems and procedures
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Ensure all project documentation is properly archived upon project completion, maintaining records in accordance with legal and regulatory requirements
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Manages and takes accountability for the internal Document Control procedure