Senior Document Controller Job at ib vogt GmbH (Berlin)

Job Description

The Senior Document Controller is a highly specialized and control position responsible for ensuring the accurate management, distribution, filing, and traceability of all technical and contractual documentation generated or received throughout the entire lifecycle of the EPC project. The main purpose of this role is to establish and manage the entire documentation control system for the EPC project, ensuring that all technical and contractual documents are rigorously tracked, filed, and compliant with the main EPC contract requirements to maintain absolute traceability and auditability.

Job Responsibility

Create and maintain the project structure, libraries, data and security settings within SharePoint, aligning with the Project's filing and coding structure
Manage user access rights and permissions, and provide technical support and SharePoint training for project personnel
Control the effective document distribution using Transmittal Sheets, ensuring the correct revision reaches all affected internal and external parties
Manage the strict coding and registration of all formal Project communications (Letters, RFI, Minutes), following the established structure
Codify and archive critical quality records (e.g., NCR, FAT, PPI) correctly, in coordination with the QA/QC team
Maintain the complete and accurate Project Documents List (MDR), reporting the latest status to project management
Lead the final archival process, ensuring permanent storage and traceability of all generated documentation
Exercises functional leadership by spearheading the Document Management area and ensuring the integrity of the project's information lifecycle
The position is responsible for driving cross-departmental alignment on data governance and document control standards
Involves project management responsibilities specifically cantered on the information and documentation lifecycle of the EPC project. Oversees the planning, execution, and completion of the project's Documentation Suite
Establish and enforce standardized metadata, taxonomy, and version control procedures across all Business Unit departments to ensure project data governance and interoperability

Requirements

Bachelor's Degree in Business Administration, Information Management, Engineering, or a related technical field
5-7 years of relevant industry experience in EPC document control, with a strong understanding of technical documentation for large-scale renewable projects
Advanced proficiency in SharePoint Online as a primary Document Management System (DMS) and environment administrator
Proven expertise in implementing document control processes, metadata structures, and filing systems from scratch in challenging environments
In-depth knowledge of the full EPC project lifecycle, including engineering, procurement, construction, and final handover phases
Strong command of data visualization and flow-charting tools such as Power BI and Lucid chart for reporting and process mapping
Ability to manage complex Master Document Registers (MDR) and ensure strict compliance with contractual coding and transmittal requirements
Familiarity with industry standards for technical documentation, quality records (NCR, FAT), and As-Built dossier finalization
Experience in cross-departmental data governance to ensure interoperability and information integrity across the Business Unit
Specialized Certification in Document Control (e.g., CDI, EDMS certifications) or Quality Management Systems
Proficiency in English is mandatory, both written and verbal

What we offer

A truly international working environment with colleagues from all over the world
An open-minded, friendly, dynamic, and highly motivated team
Interesting and challenging tasks, and thus a scope of professional growth and development
We encourage both team work and personal responsibility
Competitive remuneration and motivating benefits

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Senior Document Controller

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