Document Control Manager

Job Description

Job title Document Control Manager

Location Konayev town

Reports to Project Controls Manager

Department Project Controls

Career Level 3–5 years

Job summary

To establish, manage, and control a unified project document management system ensuring accurate, timely, and traceable flow of all project documentation across all EPC phases:

Essential duties, responsibilities and accountabilities (max 7)

- The Document Control Manager is a mid-level management position responsible for the organization, administration, and control of the entire project document management system.

- The position is appointed and dismissed by order of the Company’s management.

- The role requires a higher education degree (technical, economic, or managerial) and 3–5 years of experience in document control, including EPC/construction projects.

- The Document Control Manager shall be governed by:

Applicable legislation of the Republic of Kazakhstan; International standards (ISO, corporate standards); EPC contract requirements and Employer’s requirements;

Functional Responsibilities

Document Control System Management Develop and implement Document Control procedures, Manage the Master Document Register (MDR), Ensure consistent document control standards across the project, Ensure compliance with contractual documentation requirements

Project Document Control Leadership Coordinate Document Controllers and administrative staff, Allocate tasks within the document control team, Monitor quality of registration, indexing, and archiving, Provide training and methodological support to staff

Incoming & Outgoing Document Control Manage registration and processing of all project documentation, Ensure correct document numbering system implementation, Control document flow between project stakeholders, Manage transmittals and document receipt confirmations

Engineering Documentation Control Control Review / Approval cycles, Monitor document review timelines, Manage document status (IFC, Approved, Revise & Resubmit, As-Built, etc.), Ensure engineering documentation remains up to date

Procurèrent / Vendor Documentation Manage Vendor Document Register (VDR), Ensure timely submission of vendor documentation, Verify completeness of technical documentation for equipment and materials, Liaise with suppliers regarding documentation requirements

Construction Phase Control Ensure distribution of IFC documentation to site, Provide contractors with latest document revisions, Control construction and site documentation, Manage collection of As-Built documentation

Commissioning & Handover Control preparation of Final Documentation Dossier, Verify completeness of O&M manuals, Prepare documentation for project handover to the Employer, Close project document archive

Revision & Standards Control Manage Revision Control system, Ensure only latest approved documents are in use, Maintained Document Distribution Matrix, Privent usage of obsolète documents

EDMS / Electronic Document Management System Oversee EDMS operations (Aconex, Documentum, 1C, etc.), Ensure correct document upload, indexing, and classification, Configure EDMS structure and workflows, Generate document status reports

Coordination & Communication Coordinate with Employer, Contractor, Suppliers, and Engineering teams, Manage official project correspondence related to documentation

Authority

The Document Control Manager has the authority to: Define and enforce document control procedures within the project, Require compliance from all project participants, Reject non-compliant documentation, Participate in key project decisions related to documentation, Request information from all stakeholders

Responsibilities The overall project document management system, Accuracy and integrity of MDR/VDR, Timely processing and approval of documents, Loss or mismanagement of project documentation, Failures in EDMS/document control systems

Note: The accountabilities listed above are not permanently fixed and can be reviewed and modified from time to time depending on organizational and business requirements.