About the job
Join Advansys IS as a Document Controller, where you will play a vital role in managing and coordinating project documentation throughout the entire project lifecycle, from initial sales support to project closeout. This opportunity is perfect for a motivated early-career professional with 1–2 years of experience who is detail-oriented, organized, and eager to develop their skills in project management and documentation processes.
In this position, you will serve as a critical liaison between the Project Manager, technical teams, clients, and suppliers, ensuring the delivery of high-quality documentation that meets compliance standards and deadlines.
Key Responsibilities
Sales & Pre-Project Phase
- Analyze project inputs to determine documentation scope and requirements.
- Assist in estimating documentation workloads and resource needs.
- Identify contractual documentation requirements, including specific formats and compliance obligations.
Project Initiation & Setup
- Verify and confirm documentation needs.
- Support validation of documentation effort estimates and assess potential risks.
- Implement documentation standards, guidelines, and workflows.
- Assist in setting up documentation tracking and management tools.
- Create and maintain the Master Document Register (MDR) in collaboration with the Project Manager.
- Facilitate training for project team members on documentation processes and tools.
- Coordinate with the client’s Document Manager to align documentation expectations.
- Support the implementation of documentation procedures for suppliers and subcontractors.
Monitoring & Control
- Monitor documentation progress using internal systems and tools (e.g., GCP Ops or similar).
- Assist in document review, approval, and publication workflows.
- Follow up on document submissions and feedback from stakeholders.
- Help prioritize documentation deliverables aligned with project milestones.
- Maintain accurate documentation records and traceability.
- Prepare transmission records and contractual documentation logs.
- Support reporting, dashboards, and basic KPIs.
- Monitor supplier documentation submissions for compliance.
- Assist with documentation activities during construction and installation phases.
Change Management
- Assist in updating documentation plans and the MDR following approved changes.
Project Closeout
- Help compile and deliver final documentation in accordance with customer requirements.
- Assist in organizing final documentation packages (both digital and hard copies).
- Coordinate customer review and approval processes.
- Contribute to documentation-related lessons learned.
