Lead Document Controller – PMC

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Role Summary

The Lead Document Controller serves as the PMC's authority for information governance, document management, records control, and project handover documentation on a major RKEF nickel smelter expansion in Sulawesi. The position ensures that all engineering, procurement, construction, commissioning, regulatory, and operational records are properly controlled throughout the project lifecycle. In a complex brownfield environment involving international stakeholders and a predominantly Chinese EPC supply chain, the role is critical to maintaining document integrity, supporting efficient project execution, and ensuring a fully documented transition from construction to operations.

Role Purpose

The Lead Document Controller is responsible for establishing, implementing, and managing all project document control, records management, information management, and document governance processes associated with the expansion of an operating nickel smelter through the addition of a second Rotary Kiln Electric Furnace (RKEF) production train in Sulawesi, Indonesia.

As part of the PMC organization, the Lead Document Controller acts as the custodian of project information, ensuring that project documentation is accurately controlled, distributed, tracked, archived, and maintained throughout the project lifecycle.

The role provides independent oversight of document management activities performed by EPC Contractor(s), vendors, consultants, and project stakeholders, ensuring that all project information is managed in accordance with contractual requirements, project procedures, regulatory obligations, and handover requirements.

A significant responsibility of the role involves managing a large volume of documentation associated with Chinese EPC contractors and suppliers while ensuring timely document review cycles, accurate records retention, and successful preparation of handover documentation for commissioning and operations.

• Key Accountabilities

The Lead Document Controller is accountable for:

• Management of the Project Document Control System.
• Development and implementation of document control procedures.
• Control of engineering, procurement, construction, commissioning, and handover documentation.
• Oversight of EPC Contractor document management performance.
• Maintenance of project information integrity and traceability.
• Administration of document transmittals and workflows.
• Management of project correspondence records.
• Turnover dossier and handover documentation readiness.
• Compliance with project information management requirements.
• Preservation of project records for future operations and regulatory compliance.

Principal Responsibilities

1. Document Control Leadership

• Lead the PMC document control function.
• Develop and implement document control procedures and workflows.
• Establish document numbering, coding, and filing systems.
• Ensure consistency of document management processes across all project participants.
• Provide training and guidance to project personnel on document control requirements.
• Promote document management best practices throughout the project.

2. Document Management System Administration

Establish and maintain the Project Document Management System (DMS).

Responsibilities include:

• System configuration and administration.
• User access management.
• Document workflow management.
• Metadata management.
• Revision control administration.
• Status monitoring and reporting.
• System audits and quality checks.

Typical platforms may include:

• Aconex
• InEight
• Procore
• TeamBinder
• SharePoint
• Autodesk Construction Cloud
• Other Owner-approved systems

3. Engineering Document Control

Manage the flow and control of engineering documentation throughout the project lifecycle.

Typical documents include:

• Engineering Deliverables

• PFDs
• P&IDs
• General Arrangement Drawings
• Plot Plans
• Electrical Single Line Diagrams
• Control System Architecture Drawings
• Design Calculations
• Technical Specifications

• Vendor Documentation

• Data Sheets
• Equipment Drawings
• Vendor Manuals
• Inspection Reports
• Factory Acceptance Test (FAT) Reports

Responsibilities include:

• Registration and tracking.
• Distribution for review.
• Monitoring review cycles.
• Recording approvals and comments.
• Managing revisions and superseded documents.

4. EPC Contractor Document Control Oversight

As a PMC representative, the role provides oversight and assurance rather than direct management of contractor document control systems.

Responsibilities include:

• Monitor EPC document control performance.
• Verify compliance with contractual document requirements.
• Review document submission schedules.
• Monitor overdue reviews and approvals.
• Ensure timely processing of contractor submittals.
• Identify and escalate documentation bottlenecks.
• Monitor quality of document transmittals and records.

5. Correspondence and Communication Management

Maintain accurate records of project correspondence.

Responsibilities include:

• Correspondence Control

• Incoming correspondence
• Outgoing correspondence
• Site instructions
• Technical Queries (TQs)
• Requests for Information (RFIs)
• Non-Conformance Reports (NCRs)
• Change Notices
• Commercial correspondence

Maintain:

• Correspondence Registers
• Action Logs
• Distribution Records
• Audit Trails

Ensure traceability of all key project communications.

6. Construction Documentation Control

Support construction activities through effective management of site documentation.

Typical documentation includes:

• IFC Drawings
• Field Change Notices
• Construction Work Packs
• Inspection Test Plans (ITPs)
• Material Receiving Reports
• Quality Records
• Site Instructions
• Method Statements

Responsibilities include:

• Control issuance of approved construction documents.
• Ensure field personnel work from current revisions.
• Maintain document status registers.
• Remove obsolete documentation from circulation.

7. Quality Records Management

Manage quality-related project records.

Typical records include:

• Inspection Reports
• Test Results
• Welding Documentation
• NDT Reports
• Material Traceability Records
• Calibration Certificates
• Equipment Preservation Records

Ensure records are:

• Complete.
• Accurate.
• Traceable.
• Available for audit and turnover.

8. Regulatory and Compliance Documentation

Work closely with the Regulatory & Permitting Coordinator to manage project documentation required for regulatory compliance.

Maintain records associated with:

• Environmental approvals
• Regulatory submissions
• Government inspections
• Compliance reporting
• Workforce authorizations
• Importation permits
• Operational approvals

Ensure records are readily available for authority audits and inspections.

9. Commissioning and Turnover Documentation

A critical responsibility of the role.

Support preparation and management of documentation required for:

• Mechanical Completion

• Completion certificates
• Punch lists
• Test records
• Inspection documentation

• Commissioning

• Pre-commissioning records
• Functional testing documentation
• Commissioning procedures
• Operational readiness documentation

• Handover

• As-built drawings
• Vendor manuals
• Spare parts documentation
• Maintenance documentation
• Quality dossiers
• Training records

Ensure documentation is complete prior to handover to Operations.

10. Chinese EPC and Supplier Documentation Management

Given the likely involvement of Chinese EPC contractors and suppliers, the role must effectively manage multilingual documentation.

Responsibilities include:

• Monitor document quality and completeness.
• Ensure translation requirements are identified and managed.
• Coordinate bilingual document reviews where necessary.
• Ensure English-language contractual deliverables are submitted.
• Manage document standards across multiple international organizations.

Typical concerns include:

• Drawing translations.
• Vendor manuals.
• Factory documentation.
• Quality certification records.
• Shipping and customs documentation.

11. Records Retention and Archiving

Establish and maintain project records management systems.

Responsibilities include:

• Records classification.
• Archive management.
• Long-term retention planning.
• Backup and recovery processes.
• Secure storage of contractual documentation.
• Compliance with Owner record retention requirements.

Ensure project records remain retrievable throughout the asset lifecycle.

12. Reporting and KPI Management

Develop regular document control performance reports.

Monitor:

• Document submission status.
• Review cycle times.
• Overdue documents.
• Vendor document performance.
• Turnover documentation readiness.
• Correspondence volumes.
• Document quality metrics.

Provide weekly and monthly reporting to PMC management.

• RKEF and Brownfield-Specific Documentation Focus

The Lead Document Controller should be familiar with documentation associated with:

• Process Facilities

• Rotary Kilns
• Electric Furnaces
• Furnace Transformers
• Electrode Systems
• Ore Drying Systems
• Coal Handling Systems
• Slag Handling Systems

• Utilities and Infrastructure

• HV Substations
• Power Distribution Systems
• Water Treatment Facilities
• Cooling Water Systems
• Fuel Systems
• Firewater Systems

• Brownfield Modifications

• Tie-in Packages
• Shutdown Work Packs
• SIMOPS Documentation
• Isolation Plans
• Energization Procedures
• Management of Change (MOC) Records

Qualifications

Education

• Diploma or Bachelor's Degree in Information Management, Engineering, Business Administration, Project Management, Library & Information Sciences, or related discipline.

Preferred Qualifications

• Certified Document Controller
• Information Management Certification
• Aconex Administration Certification
• ISO 9001 Quality Management Training
• Records Management Certification

Experience

• Essential

• Minimum 10 years of document control experience on major capital projects.
• Minimum 5 years in a Lead Document Controller or Document Control Manager role.
• Experience in engineering and construction environments.
• Experience with electronic document management systems.

• Preferred

• Mining and metals projects.
• Smelters and processing facilities.
• Brownfield industrial expansions.
• PMC, EPCM, or Owner's Engineer environments.
• Indonesian project experience.
• Projects involving Chinese EPC contractors and vendors.
• Major project handover and commissioning experience.

Technical Competencies

• Information Management

• Document control systems
• Records management
• Revision control
• Workflow management
• Metadata management

• Systems

• Aconex
• InEight
• Procore
• TeamBinder
• SharePoint
• Microsoft Office Suite

• Project Delivery

• Engineering documentation
• Construction documentation
• Commissioning dossiers
• Turnover documentation
• Regulatory record keeping

• Leadership Competencies

• Attention to detail
• Organization and planning
• Data accuracy
• Communication skills
• Stakeholder management
• Problem solving
• Team leadership
• Process discipline

Key Performance Indicators (KPIs)

• Document Control Performance

• Documents processed within agreed turnaround times.
• Accuracy of document registration and distribution.
• Zero loss of critical project records.

• Engineering Documentation

• Timely processing of engineering deliverables.
• Reduced backlog of overdue reviews.
• Effective revision control management.

• Construction Support

• Current revisions available at point of use.
• No construction delays caused by document control failures.
• Timely issuance of approved IFC documentation.

• Commissioning and Handover

• Completion dossiers delivered on schedule.
• Turnover documentation accepted first time.
• As-built documentation completed prior to handover.

• Compliance

• Successful audits of document control systems.
• Compliance with contractual and regulatory requirements.
• Accurate records retention and archiving.

• Stakeholder Satisfaction

• Effective support to Engineering, Construction, Commissioning, and Operations teams.
• Positive feedback from Project Controls Manager and Project Director.
• Strong coordination with EPC Contractor document control teams.

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