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Senior Document Controller

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ib vogt GmbH

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Location:
Germany , Berlin

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Category:
IT - Administration

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Contract Type:
Not provided

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Salary:

Not provided
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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

Additional Information:

Job Posted:
February 14, 2026

Employment Type:
Fulltime
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