Project Document Controller - Fifo

Join one of the top players in the hydropower and renewable energies market and contribute to shaping the mega trend decarbonization!

Job summary:

The Project Document Controller for Snowy is the Onshore person responsible for document control of all contractual, commercial, and technical documentation and digital information. 

The Project Document Controller will manage the systems and processes to collect the correspondence, protocol, record, meeting memo, and agreement within VH as well as those which between VH and Employer, Contractor, Consultants, and Sub-suppliers. The Site Document Control will ensure all this information is organized and archived in the Project and VH document management platforms. 

The Project Document Controller will be also responsible to identify and distribute the latest documentation to VH site team and/ or VH subcontractor in accordance with communication plan to enable their daily construction work. And vice versa, the Site Document Control will be responsible to collect, organize, archive, and update his/ her counterparty for the site created/ updated documentation.

The Project Document Controller will also be responsible for issue of contractual, commercial, and technical documentation to the Contractor and Employer.

For all documents received, the Project Document Controller will ensure the required Voith parties are issued the documentation and will identify the parties to take internal action on those documents including with stipulated action deadline.  Actions must be monitored and follow up the related VH recipient if action is overdue.

In case of dispute or claim, the Project Document Controller will support the Subcontract Management and Contract Management teams by sourcing the relevant documents to support.

The Project Document Controller will be a member of the Onshore project team based in Cooma reporting to the Project manager. 

Key responsibilities

• Cooperates with Document Control in VH home office to maintain the latest documents available for site use.
• Assist Site Team to name, transfer, upload, and update the site created/ updated documents.
• Identify document and distribute in VH site team and local subcontractor in accordance with site communication plan.
• Identify and monitor correspondence with action deadline as well as remind the VH recipient if overdue.
• Assist OnSite Project Engineer to release final and as-built drawing.
• Assist Site Quality and Commissioning Team to archive site records and release of site quality & commissioning databook.
• Collect, organize, and archive the correspondence, protocol, record, meeting memo, and agreement within VH and between VH and external parties. Assist site team in case of dispute or claim by indexing the relevant document.
• Document control audits and recommend rectification actions or improvements.

Key Tasks

• Technical document control and management, including revision control
• Contractual document control and management, including contratc and subcontratc correspeondence and notices
• Management plans and compliance document control
• Review of Aconex architecture and recommendations on how to efficiently manage all documents upstream and downstream
• Design and management of Aconex workflows
• Management of upstream head contract correspondence, notices and technical documents
• Management of downstream subcontract correspondence, notices and technical documents
• Document reports on status, response times and management of outstanding issues
• Workflows to ensure letters and notices are efficiently provided to the required authorized persons
• Linking of emails and offline correspondence and integration into Aconex to ensure record keeping
• Regular archiving and record keeping management
• Document control audits and recommended rectification actions

Skills

• The main focus of this role is Aconex management.  Must have super user experience with Aconex on projects of $AUD 1bn+.  
• Ability to coach and mentor on use of Aconex and document management processes
• Experience in execution of major contract, preferably construction project.
• Office IT skills in MS software.
• Adapt to VH and customer document management platform. Former experience in Aconex is preferred.
• Highly developed written and verbal communication skills in English.
• Team player with good communication skills.
• International team set-up capabilities
• Sound knowledge construction project management best practices. 
• Collaborative team player with a customer- and people-oriented approach, accountable, and solution-driven.
• Proactive mindset to anticipate challenges and provide problem-solving solutions.
• Fully computer literate with proficient knowledge of Microsoft Office and AutoCAD, Solid Edge, or equivalent. SAP knowledge is desirable. 
• Ability to communicate both verbally and in writing in English in an international team environment.

Other Conditions

• A typical working arrangement of 5 days’ work per week with 2 days (weekend) resting. 

To be Cooma located with punctual demands to be at site

Project Information:

Snowy 2.0 is the next generation of the iconic Snowy Mountains Hydroelectric Scheme, and construction of this major pumped-hydro project is well underway. Once complete, the Scheme will provide 2000 megawatts of dispatchable, on-demand renewable power and approximately 350,000 megawatt hours of large-scale energy storage to the Australian National Electricity Market. Voith is the awarded Sub Contractor. The above role is in connection to this project.