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PMO Document Control Specialist

Location: Middelfart, Syddanmark, Denmark
Job ID: R0038645
Date Posted: May 25, 2024
Segment: Green Energy & Mobility
Business Unit: Hitachi Energy
Company Name: Hitachi Energy Ltd
Profession (Job Category): Project/Program Management
Job Type (Experience Level): Experienced
Job Schedule: Full time
Remote: No

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Hitachi Energy consists of 40,000 employees in more than 90 countries. In Denmark we are approx. 60 employees distributed between our Head Office in Skovlunde and our offices in Middelfart and Esbjerg.

The organization is informal and characterized by a good working environment with nice colleagues and a collaborative work culture. We work with freedom under responsibility as well as emphasis on mutual flexibility.

We are looking for a PMO Document Control Specialist for customer projects to be run across several countries. You act in the Project Management Office (PMO) which is located in Denmark as Document Control Specialist. You will manage and control the document flow throughout all project phases within Hitachi Energy, to sub-suppliers and to the customer compliant to the contract requirements and Hitachi Energy project documentation procedures.

Mission Statement:

Prepare, distribute and store accurately all customer and supplier documents for projects as per the company and project procedure and ensuring effective version control and status tracking.

Your responsibilities:

  • Anchoring point for all project documentation activities across all factories and business units for the project deliveries.

  • Set up and maintain a Project Document Management (PDM) - system for Hitachi Energy internal and external suppliers of HV-components as part of the scope of deliverables for customer projects in Denmark.

  • Advise and instruct the PMO project team in project specific document management requirements.

  • Assist in the preparation of the project document list, periodically updates, and issues the document list as well as preparing and updating progress reports as per the schedule.

  • Ensure customer returned drawings are processed as required in a timely manner to suppliers and ensure the document control tool is up to date.

  • Review and understand project specifications referring to the requirements of the project documentation.

  • Manage project documentation to ensure proper version control in the PDM - system.

  • Ensures that documentation is maintained in compliance with the project’s specifications and procedures, including format, receipt, registration, number, filing, recovery, and the issue of documents.

  • Monitor the progress of project documentation, updates the receipt and document distribution information register. Communicates deadlines to the project team for document delivery.

  • Monitor and report performance (KPIs), on time delivery and development actions.

Your skills:

  • Language / The job is located in Denmark and you have to be fluent in both Danish and English

  • SharePoint / Strong knowledge on access control for internal and external parties.

  • InEight (Hitachi Energy's PDM-system) / Superuser knowledge would be preferred.

  • xECM (Hitachi Energy's archive for documents for all closed projects) / Strong knowledge how to trace and export archived project documents and files.

  • Oracle Aconex (clients PDM-system) / User knowledge is required as Aconex is used for the delivery of all project documentation on clients side. The PMO role comprises the admin rights in Aconex to set up and revise Hitachi Energy project organizations during the lifetime of a project.

  • Microsoft Power BI (Hitachi Energy's data visualization tool) / Strong knowledge in document dashboard creation.

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