Document control

The Document Controller ensures effective management and control of technical documentation within projects, aligning with contractual and organizational standards. This role requires a strong understanding of Vanderlande products, asset and documentation management processes, and the relationship between physical assets and technical documentation. Working closely with Project Managers, Engineering Project Leaders, and cross-functional teams-including Engineering, Planning, Commercial, and Integration Management-the Document Controller oversees the review, approval, distribution, and timely submission of documents and correspondence to support successful project execution and handover.

• Implement and maintain the Document Management Plan, ensuring adherence to defined standards, processes, and templates.
• Support project teams in generating, updating, and validating documents using agreed templates and ensuring formal compliance (e.g., completeness, formatting, readability).
• Manage and control the preparation, submission, receipt, and distribution of all technical documents and contractual correspondence in line with the Project Submittal Plan and distribution lists.
• Maintain the document control system, ensuring availability of up-to-date information such as approval status, revision history, metadata, and planned submission dates.
• Ensure appropriate document review and approval workflows are followed, maintaining a clear audit trail and proactively following up on pending actions or deviations.
• Liaise with the client's documentation/information management team to ensure smooth handover of records and compliance with client and contractual requirements.
• Coordinate with the Contract Team and stakeholders to define external deliverables and internal documentation needs; maintain the Document List and Project Submittal Plan.
• Prepare and maintain templates for technical documents, contractual correspondence, and forms (e.g., RFIs).
• Support official communication with the client, including submission and tracking of RFIs, comment sheets, and contractual correspondence.
• Ensure compliance with Vanderlande and client information management requirements, as well as legal and statutory regulations.
• Contribute to continuous improvement of information management tools and processes.
• Prepare status and progress reports based on submission schedules, workflow statuses, and KPIs.
• Organize and maintain both electronic and physical document archives as required.

Full access to project contract & documentation, baselines (time, scope) status and progress information.

Suggest and follow-up on improvements, if required, in relation to any document management & control activities.

Ensures document deliverables and correspondence are generated, reviewed, approved, stored and distributed in time and in line with the applicable standards and regulations.

• Previous experience in information management / document control related activities
• Experience with EDMS, information management and collaboration applications such as SharePoint, Business Collaborator, Conject, Aconex, or Autodesk Construction Cloud
• A Bachelor's degree (or working towards) in Business, Administration, Engineering or a related field is desirable
• Strong interpersonal and stakeholder management skills, excellent communication skills
• Logical and systematic, IT literate, working with formulas and specifications, with strong attention to detail

5 years of experience in document management & control and project management of large-scale industrial projects