Site Document Controller (Hybrid)

Role

Site Document Controller (Hybrid working from home)

Reporting to: Site Manager

Candidates must have strong German and English skills

The Site Document Controller is responsible for the integrity of the project's technical documentation, records and formal communication flow. This role ensures that the construction team operates with the latest approved designs, manages technical modifications (SMF), and administers all formal project correspondence (Letters/TQs) in a high-pressure EPC environment. The ideal candidate must have experience in large-scale German substation (Umspannwerk) projects and be fluent in both German and English.

Key Responsibilities:

• Administer the project's Electronic Document Management System (Imagine, MTA, ACC, etc.) at the site level; manage the registration, indexing, and distribution of all technical documents
• Ensure that the site construction team works exclusively with the latest "Issued for Construction" (IFC) drawings and specifications; identify and withdraw superseded versions.
• Centrally manage the Site Modification Form (SMF) process, ensuring all technical changes are documented, tracked, and closed out in the design loop.
• Maintain and update comprehensive registers for all formal project correspondence, including official letters, reports and Requests for Information (RFI); proactively track turnaround times and follow up with the management teams to ensure timely closure of all open items.
• Coordinate the collection of "As-Built" mark-ups from the field and lead the compilation of the Final Handover Dossier for the client at project completion.
• Organize site progress meetings and technical workshops; draft and distribute formal Minutes of Meeting (MoM) and archive them as official project records.
• Maintain documented oversight of office supplies, IT consumables, and site office resources
• Establish and maintain a systematic physical filing system for hard-copy drawings, contracts, and sensitive project documents, ensuring protection and easy retrieval.
• Prepare weekly Document Status Reports, Correspondence Trackers, and Administrative Activity Logs for the Site Manager.

Qualifications

• 3--5 years in Document Control or Project Administration in EPC projects. Experience on German substation (Umspannwerk) or HVDC projects is highly preferred.
• Familiarity with the documentation standards of German grid operators
• Professional ability to manage formal technical and management correspondence in both German and English languages
• Experience in Electronic Document Management System platform