Project/ Package Documentation Manager

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Job ID 8424
Offshore Wind
Permanent
Germany

Project Documentation Manager opportunity within an international team in a leading offshore wind business.

Position can be based in Hamburg, Vejle or the UK.

Role

Responsibilities:

  • Creates and maintains Project Master Document List (P-MDL) in collaboration with client, and internal and external document owners, based on the generic Master Document List (scope and schedule)
  • Establishes and maintains the documentation management plan including project-specific requirements. Aligns with client and other project stakeholders on specific documentation requirements and ensures proper incorporation in the Project Documentation Management Plan and communication to the project team
  • Ensures that the Documentation Management System is configured and set up according to the requirements listed in the Project Documentation Management Plan, including correspondence management
  • Ensures all relevant users of the EDMS (internal and external) are properly trained to execute their document-related tasks and to comply with all requirements set out in the Project Documentation Management Plan
  • Ensures delivery on time and in the right quality of the documents in the Project Master Document list during project execution: From handover from sales to handover to service. 
  • Monitors and reports on progress of project documentation delivery in agreement with project management
  • Acts as administrator & superuser for the EDMS (Electronic Document Management System)

Tasks:

  • Acts as main point of contact for the customer and project team regarding documentation during project execution
  • Establishes overview of contractual obligations in respect to documentation and describes them  to the Project Team (Project Documentation Management Plan)
  • Establishes agreements with document owners (e.g. Engineering Managers, QA, QM, CERT and PM) that align with contract obligations and work breakdown structure, i.e. timeline, deliverables, quality requirements
  • Provide a resources forecast in order to execute timely document transmittal
  • Monitors and reports, in coordination with the DC, on documentation progress in the package/project as per agreed generic and project reporting set-up.
  • Distributes incoming and outgoing documents listed on the P-MDL to relevant people in the project and manages pertaining comments, within contract review timescales
  • Conducts quality control spot checks of documentation to ensure documents meet the agreed documentation standard and contractual obligations (e.g. reading quality, page numbering, existence of codes)
  • Monitors that the documentation systems are up to date and ready for handover / takeover

Requirements

  • Significant document control/records management experience from major infrastructure (projects).
  • Must speak fluent English
  • French language skills advantageous 
  • Accuracy and attention to detail
  • Strong interpersonal skills and ability to function in a large international team


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