Senior Document Controller Large-scale Infrastructure HVDC Projects

Sumitomo Electric Industries, Ltd.

Document Management

• Manage the receipt, registration, distribution, and filing of project documents (technical specifications, drawings, design calculations, procedures, FAT/SAT records, test reports, etc.)
• Operate and administer Document Management Systems (e.g., Aconex, SharePoint, ProjectWise, BIM360, etc.)
• Establish and maintain document numbering systems
• Track supplier-submitted documents (Vendor Documents) and manage review deadlines
• Maintain revision control and ensure accuracy and consistency of final versions

Workflows & Compliance

• Set up and manage document review and approval workflows
• Ensure document management processes comply with standards, regulations, and client requirements
• Prepare and update Document Control Procedures
• Support internal and customer audits by preparing and submitting required documents
• Project Coordination
• Liaise with project teams (Engineering, QA/QC, Procurement, Construction, Commissioning, etc.)
• Coordinate document submission and receipt with suppliers and OEMs (converter stations, valves, transformers, control & protection systems, etc.)
• Monitor document submission schedules (VDRL/SDRL) and issue delay alerts
• Manage regular document submissions to the owner or PMC (e.g., MDR, TQ, RFI tracking)
• Reporting
• Prepare regular reports on document submission and review status
• Monitor and report KPIs (e.g., On-time Submission, Review Cycle Time)
• Manage final project document handover, including as-built documentation

What you bring with

• Responsible for establishing, communicating, and managing all document control requirements for the project. This role oversees the efficient organization, tracking, and distribution of all project documentation including ownership and maintenance of the Master Document Register/List (MDR).
• Ensures proper revision control, timely document issuance, and accuracy of all data captured throughout the project lifecycle.
• Develop, implement, and communicate document control procedures and requirements across the project team and subcontractors if needed.
• Maintain full ownership of the Master Document Register/List (MDR), ensuring all documents are accurately tracked, updated, and stored.
• Manage document workflows, including receipt, review, approval, distribution, and archival of project documentation.
• Ensure strict revision control and version management for all documents.
• Monitor compliance with document control standards and project requirements.
• Prepare document status reports.
• Perform general administrative and documentation tasks as assigned.
• Business level of German (equivalent to C1) and English fluency (RLWS) with the ability to communicate with customers in conversation and via email, as well as to write advanced documents in German, is essential.
• Preferred
• High attention to detail and strong organizational skills.
• Ability to manage multiple priorities, meet deadlines, and maintain accuracy in a fast paced environment.
• Excellent communication skills Fluent in English (C1 level written and spoken)
• Enthusiastic, proactive, and willing to take on additional responsibilities as needed.
• Very good knowledge of EDMS preferably thinkproject tpCDE or similar.
• 10+ years of experience in data and document management on complex projects.
• Experience in Vendor Document Control
• Experience in large international projects with multiple stakeholders
• Strong coordination ability in multi-cultural environments