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Document Controller

Location: Chennai, Tamil Nadu, India
Job ID: R0033719
Date Posted: Dec 5, 2023
Segment: Green Energy & Mobility
Business Unit: Hitachi Energy
Profession (Job Category): Project/Program Management
Job Type (Experience Level): Experienced
Job Schedule: Full time
Remote: No

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Job Description

General Information:

Business Information:

Support Project managers in execution of medium size to large and complex GIS projects by managing the project documentation as per contractual agreements, quality standards and project schedule.

Mission Statement:

Lead the execution of medium size to large and moderately complex GIS projects and ensure that all related activities are performed in accordance with Hitachi Energy policy, contractual agreements, quality standards, health, safety and environment requirements, financial targets as well as schedule commitments.

Your Responsibilities:

Project leadership:

  • Leads the Document control aspect of the projects. Planning, monitoring and control of documents for the projects with both internal and external stakeholders to enable PM’s to manage project milestones.

Project Execution and Control:

  • Review of Document requirements as per project specification and customer requirements, during project handover from sales.

  • Develop and maintain document control master list for every project, align with internal stakeholders and customer representatives.

  • Drive the completion, submission and approval of key documents and keep track every document transaction (through transmittals).

  • Understand and manage client EDMS system.

  • Coordination and follow-up for all project related drawing and other key document submission / approvals and maintain updated status of drawings and documents in master file.

  • Prepare the documentation for customer submission and keep the track record of customer correspondence.

  • Keep Project manager updated regularly of document status during project reviews.

  • Participate in document approval status review meetings.

  • Main contact for customers in projects for Documentation related topics.

  • Supporting Project Manager for drafting and submission of contractual letters to customer.

  • Archiving /Scanning/Printing - Renaming, recording and filing incoming hard or electronic copies of drawings & documents (Internal and External).

  • Ensuring all management, system documentation is the current version and easily accessible in hard files / digital records.

  • Develop / maintain document control process for efficient project management.

  • Create functional location in SAP for project document storage.

  • Prepare documentation for Production handover and I&C handover.


  •  Adhere to the project management processes in the organization.

  •  Ensure implementation and compliance of OHS group guidelines.

  •  Ensure Hitachi Energy integrity guidelines are followed in the team.

  •  Ensure IS security policy followed in the team.

  • Acts as role model for the team.

  • Safety and Integrity: Living Hitachi Energy’s core values of safety and integrity, which means taking responsibility for your own actions while caring for your colleagues and the business.

Your Background:

  • Bachelor of Science, with document control Experience of at least 4 years.

  • Must have working experience in project execution similar projects and minimum 2 years leading and coordinating with external customers.

  • Preference will be given to those who have experience working with Saudi Arabia & Middle East customers.

  • Good interpersonal skills and ability to communicate effectively with all project stake holders.

  • Expert in SAP/xECM document storage concept

  • Ability to work on multiple projects and to deliver quality results on time.

  • Good working knowledge of MS office (Word, Excel, Power point, SharePoint etc.,) and at least one type of document control systems.

  • Proficiency in both spoken & written English language is required.

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