Document Controller

Industry: Renewable Energy / EPC / Solar PV Project

Location: Project Site, South Africa

Employment Type: 1 year Fixed-term / Project-based

Candidate Preference: South African local candidates preferred

Job Purpose

The Document Controller will be responsible for managing, controlling, filing, tracking and distributing project documents for the EPC solar project. The role will ensure that all project documentation, drawings, correspondence, registers and records are properly maintained, updated, controlled and available to authorised project stakeholders.

Key Responsibilities

• Manage and maintain project documents, drawings, correspondence, reports, registers, transmittals and records in accordance with project document control procedures.
• Receive, register, distribute, track and archive project documents between the client, EPC contractor, subcontractors, suppliers, consultants and site teams.
• Maintain accurate document control registers, drawing registers, transmittal logs, submission records, revision histories, approval records and document status reports.
• Ensure that the latest approved versions of drawings, procedures, method statements, inspection records, reports and project documents are properly recorded and distributed to authorised personnel.
• Control document revisions and ensure outdated or superseded documents are clearly identified and not used for construction.
• Assist with document submission, review, approval, filing, scanning, uploading, downloading and retrieval processes.
• Support the project team with daily document control administration and follow up on outstanding documents, approvals, comments and submissions.
• Maintain proper filing systems for technical, engineering, construction, QA/QC, HSE, procurement, commercial and site-related documentation.
• Support preparation of handover documents, quality records, MDR / manufacturing data book, as-built documentation and project close-out files where required.
• Ensure confidentiality, accuracy, completeness and proper version control of all project documentation.
• Liaise with engineers, QA/QC, HSE, construction teams, subcontractors and project management regarding document status and documentation requirements.
• Prepare regular document control reports and provide updates on outstanding documents, overdue submissions and document workflow status.
• Comply with all project procedures, site rules, confidentiality requirements, HSE requirements and document control standards.
• Perform any other document control or project administration duties reasonably connected to the role and project requirements.

Minimum Requirements

• Diploma, certificate or relevant qualification in administration, document control, project administration, engineering administration or related field.
• Previous experience as a Document Controller, Project Administrator or Technical Administrator in construction, EPC, engineering, renewable energy, infrastructure, power, mining or industrial projects.
• Experience with technical drawings, document registers, transmittals, revision control and project filing systems.
• Strong Microsoft Office skills, especially Excel, Word and Outlook.
• Experience with SharePoint, Aconex, Procore, EDMS or similar document management systems will be advantageous.
• Good attention to detail and ability to manage large volumes of documents accurately.
• Strong communication, follow-up and organisational skills.
• Ability to work under pressure in a fast-paced project site environment.

Preferred Experience

• Solar PV, renewable energy, EPC, power plant or large construction project experience.
• Experience supporting engineering, QA/QC, HSE or construction teams.
• Experience preparing handover files, MDR, data books, as-built records or project close-out documentation.
• Understanding of document control procedures, revision management and controlled document distribution.