Document Controller (12-month Fixed Term Contract)

Requisition ID: 95334 

Job Category: Construction; Administration/Support 

Location: Solwezi, North-Western Province, Zambia 
 

Join a company that is passionately committed to the pursuit of a better world through positive change. With more than 65 years of business and technical expertise in mining, energy, and infrastructure, our 10,000 colleagues in 150 countries tirelessly work toward bettering the industries in which we operate. With practical solutions that are safe, innovative and sustainable, we think globally while acting locally. 

Join our Project Delivery Group (PDG), a dynamic team of professionals passionately committed to world-class project delivery across the globe. With expertise in sustainable studies, asset building and operations, and industry-leading efficiencies, our best-in-class team leverages methodologies, governance and systems that are unparalleled in the engineering space. Are you looking for an opportunity to join a diverse group of professionals who are committed to remaining exceptional? We look forward to hearing from you.

Key Responsibilities:

Planning and Setup:

• Develop and implement the post-award Document Management Plan, including distribution matrix according to project and package requirements
  Setup, configure and maintain ShareCenter to align with the federation strategy, which may include access/permissions, document numbering, attribution, metadata, document classification, and/or Information Container Breakdown Structure (ICBS)
  Prepare and deliver engagement specific onboarding, knowledge, and skills training materials for document management processes and procedures, including external parties
• Specify document management reporting requirements with Key Performance Indicators
• Migrate reference documents to project ShareCenter site
• Validate project delivery system's bulk loads of stubs and data.

Execution and Control:

• Maintain distribution matrix.
• As required, set up ShareCenter access for external parties (e.g. Clients, Bidders, Vendors, Contractors, Sub-consultants) aligned with access and security protocols
• As required, load vendor/contractor document schedules into ShareCenter and create deliverable stubs
• Receive documents from external parties, classify, and distribute via appropriate workflows/transmittals
• Ensure deliverable distribution per distribution matrix, including at package level
• Manage access and permissions through a project specific security model.

Closeout:

• Assisting with (progressive) archiving and handover of project documentation
• Closeout of project information in ShareCenter.

Document Control Processes:

Document controllers are responsible for understanding:

• The various project phases and the deliverables produced
• The document control processes and the relationship with other functional project teams
• The different types of deliverables and how to classify them in ShareCenter
• The procurement bidding cycle and supporting document control processes
• The engineering design cycle processing requirements and the vendor/contract submission cycle and processing requirements
• The commissioning and construction phases including field mark-ups and document control involvement
• The document control quality check requirement for documents being processed.

ShareCenter and Document Control Tasks:

Document controllers must have a thorough working knowledge of ShareCenter functionality and all associated document control tools. They are responsible for using the tools to process documents in compliance with standards. They are also responsible for:

• Registering and maintaining the master list of attribute values in ShareCenter, such as the facility breakdown structure codes, procurement package codes etc.
• Allocating deliverable document numbers as required (Client document numbers, numbering incoming documents)
• Quality checking and approving the transmission of deliverables and other documents asinstructed by project leads
• Managing the External portals for transmitting, receiving, and distributing documents to external users
• Auditing meta-data to ensure accurate reporting available
• Ensuring the 24-hour turnaround of requests into document control
• If project hard copy filing for controlled documents is required, assisting the lead document controller in setting up hard copy filing and maintaining hard copy filing
• Note: Hatch policy is not to archive hard copy project documents as all project documents must be in ShareCenter
• Assisting with the final handover of documentation
• Participating in ShareCenter closeout activities if required
• Upload/capture data on Client’s Electronic Document Management System if required.

Document controllers are responsible for supporting the project by:

• Providing document management support to project participants including support to external users (bidders, vendors, contractors, consultants and clients). Responding to queries (internally and externally) in a timely and professional manner
• Identifying and escalating issues to the lead document controller
• Assisting the lead document controller in training other document controllers as required.

Why join us?

• Work with great people to make a difference
• Collaborate on exciting projects to develop innovative solutions
• Top employer

What we offer you:

• Flexible work environment
• Long term career development
• Think globally, work locally

Don't meet every single requirement? You don't need to. At Hatch, we are building a diverse, inclusive workplace that fosters innovation. If you're interested in this role, we encourage you to apply even if your past experiences don't perfectly align with the skills we've listed.

We're committed to fostering a workforce that reflects the diversity of the communities in which we operate and serve. Hatch is an Equal Opportunity Employer that considers applicants without regard to age, race, color, national origin, citizenship, religion, creed, gender, sexual orientation, marital status, disability, veteran, or any other protected status. If you have any accommodation requirements, please let us know. We'll do our best to meet your needs in accordance with applicable local legislation.