Summary of the Role:
- Documentation Lead & Controller reports to Global Operations Support Lead.
- This position is crucial for the global documentation cell of corporation located at GCC Pune.
- This is a combined role for documentation lead as well as controller. Mainly working independently to manage basic requirements & at the same time formulating plan, strategy & way forward related to all the documentation at GCC. This documentation serves 60+ LZ facilities on AutoCAD drawings, PRD validation & related documentation & GES.
- The position is accountable for ensuring the documents are systematically managed, labelled, and stored – allowing for easy retrieval, version control, and maintenance of accurate records.
- This position will collaborate with diverse teams to ensure adherence to proper documentation protocols. Additionally, address any inquiries associated with the document management system.
Internal contacts:
- Communication: Projects, Operations (Production, Maintenance, SHES), IT, Leadership team.
- Corporate: facilities contacts, Global Engineering team
External contacts:
- With document management system vendors
Responsibilities:
- Support implementation of document management policies and procedures at GCC -Pune for all the facilities.
- Own and maintain the entire documentation system ensuring complete adherence to the policies and procedures.
- Ensure document control procedures and workflow, Document repositories and database, including user access and permissions.
- Receive the approved document, include in database & meticulously track the revisions, records and absolute document.
- Ensure documents are properly classified, organized and stored in databases for an easy & quick revival to the user.
- Provide guidance and support to users, resolving their queries quickly.
- Collaborate within the documentation team understand their needs on document management.
- Coordinate with the IT department for system upgrades and enhancements.
- Conduct internal and external audits as required.
- Stay updated with industry trends and advancements in document management technology.
Requirements (education, experience, competencies, and specific job requirements):
- Bachelor’s degree in engineering (Preferably in Mechanical)
- 7+ years of experience in handling documentation or related work
- Experience in implementing and managing electronic document management systems, including system administration, configuration, and maintenance.
- Strong understanding of document lifecycle management, document workflows, and best practices for organizing and categorizing documents.
Education / Certification:
- Bachelor’s degree in engineering or related field
- Experience in chemical processing is preferred.
- Relevant certification in document management system.
Experience and Skills:
- Bachelor's degree in a relevant field (e.g., Mechanical Engineering, Information Management).
- ~5+ years of proven experience in working with Autodesk Vault or equivalent documentation control system.
- Strong knowledge of document control procedures, best practices, standards.
- Familiarity with document management systems and software- Virtual systems.
- Excellent organizational and time management skills.
- Diligence and accuracy.
- Strong communication and interpersonal skills to effectively collaborate with the team.
- Ability to work independently and collaboratively in a team environment.
- Analytical thinking and problem-solving abilities.
Competencies for the Role:
- Communicate effectively:
Delivers clear, concise, accurate, effective, messages; actively listens to others and freely shares relevant information.
- Execution:
Continually identifies specific and effective opportunities to improve category management.
- Collaborates (locally and globally)
Build and maintains productive working relationships across the Planning & Execution, Planning, executing, and improving work processes to ensure the achievement of business goals.
- Delivery Results:
Demonstrates a sense of urgency and a strong commitment to achieving goals; creates effective plans that ensure deadlines and budgets are met.