Lead Document Controller – PMC

Position Summary

The Lead Document Controller is the PMC's senior information management professional responsible for establishing and managing document control, records management, information governance, and handover documentation processes for a multi-billion-dollar renewable energy and transmission project comprising Solar PV, BESS, HVAC substations, HVAC transmission infrastructure, and the Indonesia–Singapore subsea interconnector. Acting independently on behalf of the Owner through the PMC appointment, the role ensures that documentation generated by multiple EPC/EPCI contractors, Chinese equipment suppliers, consultants, regulators, and project stakeholders is accurately controlled, reviewed, archived, and transferred throughout the project lifecycle, providing a reliable and auditable information foundation for project execution, commissioning, regulatory compliance, and long-term operations.

Role Purpose

The Lead Document Controller is the PMC's senior information and document management professional responsible for establishing, implementing, and managing all document control, information management, records management, and document governance activities across the project.

Acting on behalf of the Project Owner through the PMC appointment, the Lead Document Controller ensures that project information generated by EPC/EPCI contractors, consultants, suppliers, vendors, regulators, utilities, and the PMC team is properly controlled, reviewed, distributed, stored, tracked, and archived throughout the project lifecycle.

The role does not perform document control on behalf of the EPC Contractors but provides independent oversight, coordination, audit, governance, and assurance of contractor document management performance.

The position is critical to ensuring effective management of:

• Engineering documentation
• Procurement documentation
• Manufacturing records
• Construction documentation
• Marine installation records
• Quality records
• Commissioning dossiers
• Commercial correspondence
• Regulatory submissions
• Handover documentation

Particular emphasis is placed on managing large volumes of technical documentation generated by multiple international contractors, including major Chinese EPC contractors and suppliers.

Key Responsibilities:

1. Document Control & Information Management Leadership

• Lead the project’s Document Control and Information Management function.
• Develop and implement document control procedures, standards, workflows, and governance requirements.
• Establish consistent document management practices across all project stakeholders and workstreams.
• Manage and mentor the document control team.
• Act as the primary PMC focal point for document and information management matters.

2. EDMS Administration & Governance

• Establish, administer, and optimize the Electronic Document Management System (EDMS).
• Manage system configuration, user access, metadata, document numbering, workflows, security, and audit trails.
• Ensure document integrity, traceability, accessibility, and compliance.
• Support platforms such as Aconex, Autodesk Construction Cloud, SharePoint, TeamBinder, ProjectWise, or equivalent systems.

3. Document Control Operations

• Control the receipt, registration, distribution, tracking, revision, and archiving of project documentation.
• Manage engineering, procurement, construction, commissioning, and commercial records.
• Maintain document registers and ensure timely processing and distribution of project information.

4. Workflow & Transmittal Management

• Manage document transmittals, reviews, approvals, and workflow processes.
• Monitor document status and overdue actions.
• Ensure efficient document exchange among owners, contractors, vendors, and stakeholders.
• Provide visibility of document progress and review status across all project packages.

5. Contractor & International Information Management

• Establish and enforce document control requirements for EPC contractors and suppliers.
• Monitor compliance with project standards, numbering systems, filing structures, and submission requirements.
• Support multilingual and cross-border document management environments.
• Ensure consistency in revision control, document quality, completeness, and submission timeliness.

6. Engineering Deliverables Management

• Track and control engineering deliverables across Solar PV, BESS, Transmission, and Interconnector packages.
• Monitor review cycles, approvals, revisions, and design deliverable status.
• Maintain accurate revision histories and ensure controlled access to approved documents.
• Report engineering documentation progress and compliance.

7. Construction & Vendor Documentation Management

• Manage construction, inspection, quality, commissioning, and manufacturing records, including:
  • Procedures and work instructions
  • ITPs and quality records
  • NCRs and inspection reports
  • Vendor drawings and data books
  • FAT records and material certifications
  • Equipment manuals and preservation records
  • As-built documentation
• Ensure records support quality assurance, claims management, and project turnover.

8. Records Management & Compliance

• Implement records management, retention, classification, archiving, and retrieval processes.
• Ensure compliance with contractual, regulatory, owner, lender, and audit requirements.
• Support internal and external audits and maintain information governance standards.
• Monitor adherence to document control procedures and regulatory obligations.

9. Document Quality Assurance

• Conduct document quality and metadata reviews.
• Ensure compliance with document numbering, revision control, and filing requirements.
• Monitor document control KPIs and support quality audits.
• Maintain audit-ready project records and information.

10. Turnover & Handover Documentation

• Coordinate preparation and management of:
  • Turnover and completion dossiers
  • Commissioning records
  • O&M manuals
  • Warranties and certifications
  • As-built documentation
  • Final handover packages
• Ensure seamless transfer of project records into operations.

11. Operations Readiness Support

• Ensure operational teams receive complete and approved documentation prior to energization and handover.
• Coordinate delivery of asset information, maintenance data, manuals, spare parts records, certifications, and compliance documentation.

12. Cross-Functional Coordination

• Coordinate document management activities across Engineering, Procurement, Construction, Commissioning, Commercial, Supply Chain, Utility, and Regulatory stakeholders.
• Support interface management and resolution of document-related issues across project workstreams.

13. Reporting & Performance Monitoring

Prepare and present:

• Document Status Reports
• Engineering Deliverable Reports
• Overdue Review and Approval Reports
• Vendor Data Tracking Reports
• Handover Readiness Reports
• EDMS Performance Reports
• Document Control KPI Dashboards

Reporting shall provide visibility of:

• Submission, review, and approval status
• Outstanding actions and overdue items
• Contractor performance
• Engineering deliverable progress
• Turnover and handover readiness

Key Accountabilities

• Integrity, security, and accessibility of project information and records.
• Effective administration of the project EDMS.
• Compliance with document control standards and governance requirements.
• Timely processing and distribution of project documentation.
• Accuracy of metadata, revision control, and audit trails.
• Contractor document management performance.
• Readiness of turnover, commissioning, and handover documentation.
• Support for audits, claims, regulatory reviews, and long-term records preservation.