Lead Document Controller – PMC

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