Lead Document Controller

RINA

The Lead Document Controller is responsible for managing the complete lifecycle of all project documentation for the PV, Substation and BESS project. This includes receiving, reviewing, tracking, distributing, and archiving all technical and project documents through the Electronic Document Management System (EDMS). The role ensures full compliance with document control procedures, version control requirements, and timely information flow among the Owner, EPC Contractor, OE team, and other stakeholders.

Key Accountabilities

1. Document Control System Management
   • Administer the EDMS platform (Think project, Aconex, SharePoint, or equivalent).
   • Manage document numbering, workflows, metadata, and folder structures.
   • Ensure proper document registration, distribution, and tracking.
   • Maintain access control and user permissions.
2. Document Processing & Workflow
   • Receive, log, and process all EPC submittals including drawings, method statements, ITPs, RFIs, NCRs, test reports, material submittals, vendor documents, and correspondence.
   • Track each submission through review and approval cycles.
   • Follow up on overdue actions and ensure timely responses.
3. Version Control & Revision Management
   • Ensure that the latest approved revisions are always used by OE and EPC teams.
   • Prevent circulation of outdated or superseded documents.
   • Maintain updated Master Document Registers (MDR) and transmittal logs.
4. Compliance With Document Management Plan (DMP)
   • Enforce document numbering systems, workflows, and distribution matrices.
   • Perform routine document audits to ensure compliance with DMP.
   • Update the DMP when required.
5. Coordination & Interface Management
   • Support coordination between Owner, EPC, OE team, OEMs, and external stakeholders.
   • Ensure proper document flow between all project parties.
   • Provide OE engineers with up-to-date documents for inspections and reviews.
6. Registers & Reporting
   • Maintain all project registers: drawings, RFIs, NCRs, material submittals, transmittals, method statements, and test reports.
   • Prepare daily, weekly, and monthly document control reports.
   • Attend technical and management meetings, prepare comprehensive Minutes of Meeting (MOM), and ensure follow up of all action items through the updated MOM log.
7. Project Close-out & Handover Documentation
   • Collect, verify, and organize all final documentation including as-built drawings, test results, O&M manuals, QA/QC records, vendor data books, and certificates.
   • Prepare final handover documentation package for Owner acceptance.