Document Controller - (Transmission Line )

Document Controller - PSS & Transmission Line PMC

Company Description

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Job Description

Document Controller - PSS & Transmission Line PMC

The Document Controller - PSS & Transmission Line PMC will be responsible for managing, tracking, and controlling project documentation for Power Substation (PSS) and Transmission Line (T/L) projects throughout the project lifecycle, from engineering and construction through commissioning and Handover Take Over (HOTO). The role supports PMC monitoring and governance activities by maintaining document control workflows, ensuring traceability of records, and facilitating timely submission and retrieval of project documentation.

Key Responsibilities

Document Control & Records Management

• Maintain transmittals, drawing registers, correspondence logs, meeting minutes (MOMs), action trackers, RFI logs, TQ logs, and review/comment registers.
• Ensure accurate registration, distribution, storage, retrieval, and archiving of project documents within EDMS/DMS platforms.
• Maintain master document registers and ensure traceability of all controlled documents.
• Support document control processes in accordance with company and project procedures.

Drawing & Revision Control

• Track controlled copies of IFC drawings, approved revisions, superseded documents, and site distribution records.
• Ensure only current approved revisions are available for project execution.
• Monitor document revision workflows and maintain document status records.
• Coordinate document issuance and receipt between PMC, Client, Contractor, and Engineering stakeholders.

Commissioning, HOTO & Closeout Documentation

• Compile inspection records, testing documentation, NCR closure records, commissioning dossiers, as-built drawings, statutory approvals, and utility records.
• Support preparation and compilation of O&M manuals and HOTO dossiers.
• Maintain closeout documentation registers and monitor readiness for final handover.
• Ensure documentation packages are complete, indexed, and auditable.

Workflow Monitoring & Governance

• Monitor overdue document submissions, reviews, and comment closure activities.
• Coordinate with discipline engineers, contractors, and package owners to ensure timely submission and closure of actions.
• Track document review cycles and maintain status reporting dashboards.
• Support document governance requirements and project audits.

Reporting & PMO Coordination

• Maintain indexed electronic records and facilitate document retrieval requests.
• Generate document status reports, overdue submission reports, and comment closure reports.
• Provide package document status updates and closeout readiness information to PMO reporting systems.
• Support periodic audits and quality reviews of project records.

Qualifications

Education

• Graduate IN Engineering, Information Management, Documentation Management, or a related discipline.

Experience

• 5+ years of document control experience on Power Substation, Transmission Line, Transmission & Distribution, EPC, or infrastructure projects.
• Experience using EDMS/DMS platforms for project document management.
• Strong knowledge of transmittals, document numbering systems, drawing registers, revision control, document workflows, commissioning records, and HOTO dossiers.
• Experience managing engineering, construction, commissioning, and closeout documentation.

Certifications

• EDMS, Aconex, SharePoint, Primavera Unifier, or equivalent document management system training preferred.
• ISO 19650 training preferred.
• Document Control and Information Management certification desirable.
• Document workflow and records management training preferred.

Technical Skills

• Document Control
• EDMS / DMS Management
• Aconex
• SharePoint
• Primavera Unifier
• Document Registers
• Transmittal Management
• Drawing Control
• Revision Control
• RFI & TQ Tracking
• Commissioning Documentation
• HOTO Dossiers
• Records Management
• Audit Support
• Reporting & Dashboard Management

Accountability Boundary

• Controls document records, workflows, registers, and status reporting only.
• Does not review or approve technical content.
• Discipline Engineers remain responsible for technical review and approval.
• Contractors remain responsible for preparation of execution, testing, and commissioning records.
• Client remains responsible for contractual approvals and acceptance of submissions.

Principal Client-Facing Deliverables

• PSS & Transmission Line Document Register
• Submittal and Transmittal Register
• Drawing Revision & Status Register
• Commissioning Dossier Index
• Statutory & Utility Approval Register
• HOTO Documentation Index
• Overdue Submission Report
• Comment Closure & Review Status Report
• Closeout Readiness Dashboard

Department: Project Controls / PMO

Function: Power Substation (PSS) & Transmission Line Projects | PMC Services

Reports To: Team Leader - PSS & T/L PMC; Functional Reporting to Document Controller - PMO