Document Control

Vanderlande

Objectives:

The Document Controller ensures effective management and control of technical documentation within projects, aligning with contractual and organizational standards. This role requires a strong understanding of Vanderlande products, asset and documentation management processes, and the relationship between physical assets and technical documentation. Working closely with Project Managers, Engineering Project Leaders, and cross-functional teams including Engineering, Planning, Commercial, and Integration Management the Document Controller oversees the review, approval, distribution, and timely submission of documents and correspondence to support successful project execution and handover.

Main Tasks:

• Implement and maintain the Document Management Plan, ensuring adherence to defined standards, processes, and templates.
• Support project teams in generating, updating, and validating documents using agreed templates and ensuring formal compliance (e.g., completeness, formatting, readability).
• Manage and control the preparation, submission, receipt, and distribution of all technical documents and contractual correspondence in line with the Project Submittal Plan and distribution lists.
• Maintain the document control system, ensuring availability of up-to-date information such as approval status, revision history, metadata, and planned submission dates.
• Ensure appropriate document review and approval workflows are followed, maintaining a clear audit trail and proactively following up on pending actions or deviations.
• Liaise with the client s documentation/information management team to ensure smooth handover of records and compliance with client and contractual requirements.
• Coordinate with the Contract Team and stakeholders to define external deliverables and internal documentation needs; maintain the Document List and Project Submittal Plan.
• Prepare and maintain templates for technical documents, contractual correspondence, and forms (e.g., RFIs).
• Support official communication with the client, including submission and tracking of RFIs, comment sheets, and contractual correspondence.
• Ensure compliance with Vanderlande and client information management requirements, as well as legal and statutory regulations.
• Contribute to continuous improvement of information management tools and processes.
• Prepare status and progress reports based on submission schedules, workflow statuses, and KPIs.
• Organize and maintain both electronic and physical document archives as required.

Authorities:

Full access to project contract & documentation, baselines (time, scope) status and progress information.

Suggest and follow-up on improvements, if required, in relation to any document management & control activities.

Responsibilities:

Ensures document deliverables and correspondence are generated, reviewed, approved, stored and distributed in time and in line with the applicable standards and regulations.

Skills:

• Previous experience in information management / document control related activities
• Experience with EDMS, information management and collaboration applications such as SharePoint, Business Collaborator, Conject, Aconex, or Autodesk Construction Cloud
• Strong interpersonal and stakeholder management skills, excellent communication skills
• Logical and systematic, IT literate, working with formulas and specifications, with strong attention to detail