ssion Statement – Project Documentation Management

As a key member of the project team, your mission is to ensure the seamless management of project documentation from initiation to final delivery. You serve as the central point of contact for all documentation-related matters, supporting both the Project Manager and the customer. Your role is critical in ensuring documentation quality, compliance with specifications, timely delivery, and effective communication among stakeholders.

Your Role – Where Collaboration Creates Excellence

During the Selling Phase:

• Analyze project inputs to assess documentation scope and requirements.
• Estimate the hours needed for documentation activities.
• Identify key documentation-related elements such as penalties, special requirements (e.g., hard copies, translations), and contractual obligations.

Initiation & Setup Stage:

• Review and analyze project documentation requirements.
• Reconfirm documentation effort estimation.
• Highlight critical documentation aspects (penalties, special formats, etc.).
• Define documentation guidelines and establish a tracking and follow-up system.
• Set up the documentation management process and tools.
• Create the initial Master Document Register (MDR) in coordination with the PM.
• Train the project team on documentation processes and tools.
• Coordinate with the customer’s Document Manager to align on expectations and demonstrate internal processes.
• Propose and implement a documentation process for suppliers.

Monitoring & Control Stage:

• Consolidate the documentation plan and confirm delivery dates with the Technical Leader.
• Track documentation progress using internal tools (e.g., GCP Ops).
• Manage the publication and workflow of external documents (e.g., for information, execution, validation).
• Prioritize document packages and manage feedback from all stakeholders (customer, suppliers, site).
• Identify critical documents based on project milestones and customer needs.
• Drive innovation to improve documentation flow, communication, and deadlines.
• Ensure traceability for claims and maintain accurate records.
• Generate and manage transmission forms for contractual documents.
• Regularly update the documentation plan and communicate changes.
• Provide consistent reporting and dashboards to the PM and team.
• Ensure proper archiving of documents received outside the official portal.
• Create and maintain project-specific KPIs.
• Monitor subcontractor documentation performance and compliance.
• Support the preparation of progress reports for both the customer and internal leadership.
• Oversee documentation during construction and installation phases.
• Define and prepare the final documentation package.

Integrated Change Control:

• Provide input to the PM for updating the resource plan based on documentation impacts.
• Update the MDR to reflect changes resulting from time-impacting change orders.

Project Closure:

• Compile and prepare final documentation in accordance with customer requirements.
• Organize and deliver hard copies or digital formats as needed.
• Ensure customer approval of final documentation.
• Contribute to the Lessons Learned Register from a documentation perspective

Qualifications

About You

Education: Bachelor's degree in Relevant Field

Language requirements:

• Fluent in English
• French or German language is a plus

Experience:

· 0-2 years in managing project documentation

· Experience in Document management systems is a required

· Experience using Aconex is a plus

Skills requirements

· Excellent communication skills either offline or online.

· Ability to work independently and as a member of a cross-functional team

· Strong presentation skills

· Time Management; Great capability of time management and adaptation with different processes

· At ease with new integrated digital tools for better work efficiency

· Leadership skills

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