Document Controller
CTS Group
Remoto
Porto / Lisbon
Job Summary
The Document Controller will play a critical role in managing, organizing, and maintaining the company's technical and quality documentation systems. This individual will ensure accurate and timely control of documents, compliance with relevant standards, and accessibility to the teams that need them. The role is integral to support production and quality assurance processes by maintaining efficient and compliant document control systems. Additionally, the Document Controller will be responsible for managing the delivery of project data dossiers, ensuring they are accurate, complete, and submitted to clients or relevant stakeholders within agreed deadlines.
Key Responsibilities
- Establish and maintain the commissioning documentation management system within CxPlanner Autodesk Construction Cloud (ACC) or the project commissioning platform.
- Receive, register, and track all commissioning-related documentation, including testing procedures, inspection reports, system validation checklists, equipment start-up reports, and commissioning scripts.
- Maintain commissioning registers including test logs, issue logs, system verification records, and commissioning status trackers.
- Control commissioning document revisions and ensure only approved testing procedures and checklists are used during commissioning activities.
- Coordinate with the Commissioning Manager and site teams to ensure all testing documentation reflects the latest issued-for-construction drawings and specifications.
- Process incoming vendor start-up reports, equipment test certificates, and subcontractor commissioning documentation, ensuring timely review and approval.
- Track commissioning progress against the project commissioning plan and testing schedule.
- Compile and organize system validation documentation and commissioning records required for project close-out and client handover.
- Provide guidance and support to project team members and subcontractors on commissioning documentation procedures and testing record management.
- Prepare commissioning status reports and testing progress updates for the Commissioning Manager and Project Director as required.
- Maintain version control and ensure the use of the latest approved documents across departments.
- Ensure superseded documents are archived appropriately.
- Scanning, downloading and filing internally generated and supplier documentation.
- Final compilation and filing of project data dossiers.
- Management of project data dossier index.
- Assist in general office work.
- Manage the document control system, including electronic databases.
- Implement improvements to document control processes and systems as needed.
- Ensure all documentation meets relevant standards, regulations, and internal quality requirements.
- Assist with audits by providing accurate and organized documentation.
- Supporting documentation reviews with clients.
- Checking correct documents have been supplied and contacting originators, if required.
- Verifying that the content of received documents matches required specification and tracking.
- Authority to ensure only approved testing documentation are used during commissioning activities.
- Authority to reject incomplete or non-compliant commissioning documentation and return it for correction.
- Authority to escalate commissioning documentation delays, testing record gaps, or compliance issues to the general contractor document controller, Commissioning Manager or Project Director.
- Serve as the primary point of contact for document-related queries across the company.
- Collaborate with Engineering, Production, and Quality teams to ensure seamless document flow and accessibility.
- Provide support with the manufacturing team’s Quality Assurance (QA) activities.
- Ensure effective coordination with third-party designers, suppliers, and internal teams for document management.
- Provide guidance and training to team members on document control processes and systems.
- Support project teams with document preparation, submission, and control.
- A background in engineering, quality, or technical administration.
- Familiarity with standards such as ISO9001 or equivalent.
- Experience with document control systems and processes, preferably within a manufacturing or engineering environment for multiple concurrent projects.
- Proficient in English, verbal and writing (C1/C2)
- 2–5 years of experience supporting commissioning, testing, or technical documentation on construction, infrastructure, or data center projects.
- Familiarity with commissioning documentation processes, including test procedures, checklists, validation records, and handover documentation.
- Experience using CxPlanner, Autodesk Construction Cloud (ACC) or equivalent project management or commissioning documentation systems.
- Highly organized and detail-oriented with the ability to manage large volumes of technical documentation and testing records.
- Proficiency in MS Office and technical reporting tools.
- Good communication skills and ability to coordinate with multidisciplinary project teams and subcontractors.