The posting
- Analyze project inputs to assess documentation scope and requirements.
- Estimate the hours needed for documentation activities.
- Identify key documentation-related elements such as penalties, special requirements (e.g., hard copies, translations), and contractual obligations.
Initiation & Setup Stage:
- Review and analyze project documentation requirements.
- Reconfirm documentation effort estimation.
- Highlight critical documentation aspects (penalties, special formats, etc.).
- Define documentation guidelines and establish a tracking and follow-up system.
- Set up the documentation management process and tools.
- Create the initial Master Document Register (MDR) in coordination with the PM.
- Train the project team on documentation processes and tools.
- Coordinate with the customer’s Document Manager to align on expectations and demonstrate internal processes.
- Propose and implement a documentation process for suppliers.
Monitoring & Control Stage:
- Consolidate the documentation plan and confirm delivery dates with the Technical Leader.
- Track documentation progress using internal tools (e.g., GCP Ops).
- Manage the publication and workflow of external documents (e.g., for information, execution, validation).
- Prioritize document packages and manage feedback from all stakeholders (customer, suppliers, site).
- Identify critical documents based on project milestones and customer needs.
- Drive innovation to improve documentation flow, communication, and deadlines.
- Ensure traceability for claims and maintain accurate records.
- Generate and manage transmission forms for contractual documents.
- Regularly update the documentation plan and communicate changes.
- Provide consistent reporting and dashboards to the PM and team.
- Ensure proper archiving of documents received outside the official portal.
- Create and maintain project-specific KPIs.
- Monitor subcontractor documentation performance and compliance.
- Support the preparation of progress reports for both the customer and internal leadership.
- Oversee documentation during construction and installation phases.
- Define and prepare the final documentation package.
Integrated Change Control:
- Provide input to the PM for updating the resource plan based on documentation impacts.
- Update the MDR to reflect changes resulting from time-impacting change orders.
Project Closure:
- Compile and prepare final documentation in accordance with customer requirements.
- Organize and deliver hard copies or digital formats as needed.
- Ensure customer approval of final documentation.
- Contribute to the Lessons Learned Register from a documentation perspective.
Requirements
- Bachelor’s degree in Engineering, Business Administration, Project Management, or a related field.
- 5+ years of professional experience in project documentation, document control, project coordination.
- Professional working proficiency in English.
- Experience using document management systems and standard office tools (e.g., MS Office).
- Strong organizational skills with high attention to detail.
- Ability to manage multiple tasks, follow up with stakeholders, and meet deadlines.
- Fluency in French (spoken and written) is a plus
Benefits
- Annual bonus
- Health insurance and wellness programs
- Professional development and training opportunities
