Supervisor-Document Controller
Navi Mumbai, India , India
7d ago


Jacobs Engineering Group Inc. is one of the world's leading providers of engineering and construction services, including specialty consulting.

We provide services to companies and organizations, in industrial, commercial domain and serve private and public sector clients and government clients across multiple sectors and geographies.

We provide a complete spectrum of engineering services, procurement and construction management to process and infrastructure industry.

We have a pan-India presence, with four world-class engineering delivery centers in Mumbai, and one each in Delhi, Baroda and Kolkata

Position Summary

  • Superviseand supports a staff of document control group personnel in executing alldepartment work processes on project / program.
  • May oversee multiple small projectsand / or multiple lead.

  • Report tothe DCG Manager and in his absence act on his behalf.
  • Do set-up of large projects or alliances fordocument control purposes.
  • Develop DocumentControl Plan for the defined scope on a project.
  • Developclient / project specific workflows & procedures.
  • Developwork-hour estimate & staffing plan in accordance with the department &project requirement.
  • Direct and Manage a team of documentcontrollers.
  • Understand of Project controls (estimating,planning, cost control).
  • Ensure that a balanced organization ismaintained with the proper number of necessary skills per function level.
  • Ensures that a trained, motivated, technical andquality cost conscious staff is developed and maintained.
  • Maintain and controls all client electronic handover issues.
  • Co-ordinatebusiness software selection.
  • Participatemanagement meetings to give solutions and advices on information managementqueries.
  • Be part of the proposal management team toidentify in an early phase possible bottlenecks in handover activities duringthe project.
  • Interfacewith project leadership to coordinate Document Control activities whileensuring cost effectiveness.
  • Developsolutions that address Document Management issues / concerns.
  • Addressdepartment personnel issues / concerns.
  • Leadmonthly lead meeting.
  • Assistdepartment leadership with developing the project team(s).
  • Assist inreview and update of work processes, procedures, technical guidelines and workinstructions.
  • Responsiblefor emphasizing safety, training, policy & procedures for a portion of thedepartment.
  • Optimizemulti-disciplinary work-processes.
  • Conductintra-departmental document control audits.
  • Identify in an early stage client requirementnot covered in the normal contractual requirements for hand over and as-built.
  • Informdepartment leadership of project successes and improvement opportunities forsharing with the Department & Project, as required.
  • Participate in project interactive planningsessions to develop & understand the schedule w.r.t. DCG aspect.
  • Receive& process internal & external distribution of Documents per departmentwork processes.
  • Receive& process internal distribution of Clients Documents per department workprocesses.
  • Receive,process, monitor & track Supplier / Vendor Documents per department workprocesses.
  • Loadpurchase orders in EDMS.
  • Lead insetting up the project Distribution Matrix within EDMS.
  • Ensuredocumentation systems are correct and up-to-date at all times, allowing rapidand efficient retrieval of documentation.
  • Ensurechecking of the administrative completeness / correctness of documents prior toissue and distribution.
  • Run EDMSreports to assist project with document status as required.
  • Understandscope of work for the project & department for the project / phase.
  • Maintainopen communications with lead in regards to work load status.
  • Interactwith internal & external customers, as required.
  • Prioritizetasks based on project schedule in order to meet project milestones.
  • Leadpreparation of project change notices, as required.
  • Attendproject kick-off meetings.
  • Attendweekly project meetings.
  • Attendmonthly management review meetings.
  • Leadquality audits to ensure compliance of the department work processes, asrequired.
  • Exhibit leadership traits & abilities to
  • oBuildtrust with team through excellent interpersonal, motivational & managementco-ordination skills

    oEnsureaccountability of team by leading consistently

    oImmediatelyaddress any concerns / issues on project.

  • Delegate task to team members to ensure workload is balanced.
  • Empower staff to take ownership of variousproject tasks for continued team development and assurance of project deliverymilestones.
  • Mentor team members for growth & development
  • oFocuson team building through support & encouragement

    oProvidefeedback on both success and improvement opportunities

    oEstablishgoals for continuous improvement of each team member

    oEngagein career path discussions

  • Provide input on Annual PerformanceAssessment / Reviews
  • oAssistin writing formal performance review

    oAdministerface-to-face performance reviews

  • Participate in recruitment of key technicalspecialists & consultants on need basis.
  • Responsiblefor emphasizing safety, training, policy & procedures for a department.
  • Responsiblefor quality of his & his team’s work.
  • Responsible for workhour budget control of his& his team’s work.
  • Responsible for timely execution of his own& his team’s assigned activities.
  • Qualifications

  • Graduate in any discipline
  • At Jacobs, we help prepare people for new opportunities and challenges. With positions at every level, openings in multiple disciplines, expertise in a range of markets and offices around the globe, we create an environment where you can learn, grow, and thrive.

    From our competitive benefits program to our Health and Safety initiative of Beyond Zero workplace injuries, we believe that you'll find a flourishing career here at Jacobs

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