Site Document Controller (Hybrid)

Role - Site Document Controller (Hybrid working from home)

Reporting to: Site Manager

Candidates must have strong German and English skills

• The Site Document Controller is responsible for the integrity of the project's technical documentation, records and formal communication flow.
• This role ensures that the construction team operates with the latest approved designs, manages technical modifications (SMF), and administers all formal project correspondence (Letters/TQs) in a high‑pressure EPC environment.
• The ideal candidate must have experience in large‑scale German substation (Umspannwerk) projects and be fluent in both German and English.

Key Responsibilities

• Administer the project's Electronic Document Management System (Imagine, MTA, ACC, etc.) at the site level; manage the registration, indexing, and distribution of all technical documents
• Ensure that the site construction team works exclusively with the latest "Issued for Construction" (IFC) drawings and specifications; identify and withdraw superseded versions.
• Centrally manage the Site Modification Form (SMF) process, ensuring all technical changes are documented, tracked, and closed out in the design loop.
• Maintain and update comprehensive registers for all formal project correspondence, including official letters, reports and Requests for Information (RFI); proactively track turnaround times and follow up with the management teams to ensure timely closure of all open items.
• Coordinate the collection of "As‑Built" mark‑ups from the field and lead the compilation of the Final Handover Dossier for the client at project completion.
• Organize site progress meetings and technical workshops; draft and distribute formal Minutes of Meeting (MoM) and archive them as official project records.
• Maintain documented oversight of office supplies, IT consumables, and site office resources
• Establish and maintain a systematic physical filing system for hard‑copy drawings, contracts, and sensitive project documents, ensuring protection and easy retrieval.
• Prepare weekly Document Status Reports, Correspondence Trackers, and Administrative Activity Logs for the Site Manager.

Qualifications

• 3–5 years in Document Control or Project Administration in EPC projects. Experience on German substation (Umspannwerk) or HVDC projects is highly preferred.
• Familiarity with the documentation standards of German grid operators
• Professional ability to manage formal technical and management correspondence in both German and English languages
• Experience in Electronic Document Management System platform