The Position
The Document Controller plays a vital role in ensuring the efficient management, control, and tracking of all project documents. This position is responsible for maintaining the document schedule, managing timely and accurate submissions to the client in the required format, receiving and expediting document approvals, promptly highlighting any delays, and ensuring that all records are up-to-date and accurately reflect the latest revisions.
Responsibilities
Primary Point of Stakeholder Management :
- Serve as the single, authoritative point of contact for all matters related to project documentation, ensuring clear communication channels between internal teams, clients, and vendors
- Working with project stakeholders, develop the project Master document Schedule (MDS), with document name, number, scheduled submission
Official Correspondence :
Oversee and facilitate all official document-related exchanges between the organization, clients, and vendors, upholding professional standards in all interactionsStandard Audit Compliance :
Maintain comprehensive transcripts and records of all document submissions and receipts, ensuring a complete and auditable trail for every transactionOversee documentation processes to ensure compliance with client, company, and regulatory standards, including confidentiality and data protectionCustomer interface :
Close collaboration including attending regular design review meetings with customer design team and ensure design compliance, timely submission / revision, review / approval of drawing by client.Access Control :
Ensure appropriate access rights are granted to project team members, balancing operational needs with document security and confidentiality requirementsDocument Repository Management :
Establish and manage a structured repository for all project documents, including contractual, engineering, financial, and other relevant records, ensuring secure and efficient storage and retrievalDocumentation & Submission :
Develop, monitor, and update the document schedule in collaboration with project teams to ensure deliverables align with project milestones and client expectationsPrepare, review, and submit documents to clients in the specified formats, ensuring strict adherence to deadlines and project protocolsApproval Management :
Receive and track client feedback and approvals, proactively expedite documents when necessary to mitigate bottlenecks or potential delaysPromptly identify and highlight any delays in document reviews, submissions, or approvals to project management and relevant stakeholders, facilitating timely remedial actionStatus and Revision Control :
Maintain a comprehensive and up-to-date log of all project documents, including status, revision history, and approval records, ensuring the team always references the latest approved information, documents, and drawings.Systematically archive all documents per company and project requirements, supporting efficient retrieval and audit readinessReporting and Dashboards :
Produce regular reports and dashboards providing visibility into document status, progress, outstanding actions, and key performance metrics for project management and leadershipThis position requires office-based work with occasional travel within the APAC region.
Key Skills Required Include
Bachelor’s Degree in Business Administration, Engineering, Construction Management, or a related field.Min 5 to 10 years of professional experience within an engineering company, with at least 3 years in document control or a similar role.Added advantage in background in industrial or building automation for Data Centre projects.Proven ability to manage communications and document exchanges with customers and vendors, including large volumes (around 1, documents with multiple revisions and transmissions).Strong organizational, time-management, and attention to detail skills.Familiarity with document management systems (DMS) and electronic filing platforms.Advanced proficiency in MS Office Suite (Word, Excel, Outlook) and document control applications.Excellent communication and interpersonal skills; fluency in English requiredExperience liaising between cross-functional project teams such as procurement, engineering, project management, and finance.Discretion and integrity in handling confidential and sensitive engineering documents.Further Key Skills
Strong problem-solving skills.Strong organizational and multitasking abilities.Effective communication and interpersonal skills.The Company
ATS International B.V. is The Independent Solution Provider for Industrial & Process Automation and Information Technology users worldwide. Founded in , ATS is expert in Control Technologies, SCADA / HMI, Programming Languages, Communication & Networks, Databases and Manufacturing Execution Systems. Six ATS Business Activities transfer this knowledge to our customers : ATS Training, ATS Consulting, ATS On-Site Support, ATS Projects, ATS Software Development and ATS Products. ATS has a worldwide network of offices and experts to support Global and Local organizations.
