Lead Document Controller – PMC

Job description

Position Summary The Lead Document Controller is the PMC's senior information management professional responsible for establishing and managing document control, records management, information governance, and handover documentation processes for a multi-billion-dollar renewable energy and transmission project comprising Solar PV, BESS, HVAC substations, HVAC transmission infrastructure, and the Indonesia–Singapore subsea interconnector. Acting independently on behalf of the Owner through the PMC appointment, the role ensures that documentation generated by multiple EPC/EPCI contractors, Chinese equipment suppliers, consultants, regulators, and project stakeholders is accurately controlled, reviewed, archived, and transferred throughout the project lifecycle, providing a reliable and auditable information foundation for project execution, commissioning, regulatory compliance, and long-term operations. Role Purpose The Lead Document Controller is the PMC's senior information and document management professional responsible for establishing, implementing, and managing all document control, information management, records management, and document governance activities across the project. Acting on behalf of the Project Owner through the PMC appointment, the Lead Document Controller ensures that project information generated by EPC/EPCI contractors, consultants, suppliers, vendors, regulators, utilities, and the PMC team is properly controlled, reviewed, distributed, stored, tracked, and archived throughout the project lifecycle. The role does not perform document control on behalf of the EPC Contractors but provides independent oversight, coordination, audit, governance, and assurance of contractor document management performance. The position is critical to ensuring effective management of: Engineering documentation Procurement documentation Manufacturing records Construction documentation Marine installation records Quality records Commissioning dossiers Commercial correspondence Regulatory submissions Handover documentation Particular emphasis is placed on managing large volumes of technical documentation generated by multiple international contractors, including major Chinese EPC contractors and suppliers. Key Responsibilities: 1. Document Control & Information Management Leadership Lead the project’s Document Control and Information Management function. Develop and implement document control procedures, standards, workflows, and governance requirements. Establish consistent document management practices across all project stakeholders and workstreams. Manage and mentor the document control team. Act as the primary PMC focal point for document and information management matters. 2. EDMS Administration & Governance Establish, administer, and optimize the Electronic Document Management System (EDMS). Manage system configuration, user access, metadata, document numbering, workflows, security, and audit trails. Ensure document integrity, traceability, accessibility, and compliance. Support platforms such as Aconex, Autodesk Construction Cloud, SharePoint, TeamBinder, ProjectWise, or equivalent systems. 3. Document Control Operations Control the receipt, registration, distribution, tracking, revision, and archiving of project documentation. Manage engineering, procurement, construction, commissioning, and commercial records. Maintain document registers and ensure timely processing and distribution of project information. 4. Workflow & Transmittal Management Manage document transmittals, reviews, approvals, and workflow processes. Monitor document status and overdue actions. Ensure efficient document exchange among owners, contractors, vendors, and stakeholders. Provide visibility of document progress and review status across all project packages. 5. Contractor & International Information Management Establish and enforce document control requirements for EPC contractors and suppliers. Monitor compliance with project standards, numbering systems, filing structures, and submission requirements. Support multilingual and cross-border document management environments. Ensure consistency in revision control, document quality, completeness, and submission timeliness. 6. Engineering Deliverables Management Track and control engineering deliverables across Solar PV, BESS, Transmission, and Interconnector packages. Monitor review cycles, approvals, revisions, and design deliverable status. Maintain accurate revision histories and ensure controlled access to approved documents. Report engineering documentation progress and compliance. 7. Construction & Vendor Documentation Management Manage construction, inspection, quality, commissioning, and manufacturing records, including: Procedures and work instructions ITPs and quality records NCRs and inspection reports Vendor drawings and data books FAT records and material certifications Equipment manuals and preservation records As-built documentation Ensure records support quality assurance, claims management, and project turnover. 8. Records Management & Compliance Implement records management, retention, classification, archiving, and retrieval processes. Ensure compliance with contractual, regulatory, owner, lender, and audit requirements. Support internal and external audits and maintain information governance standards. Monitor adherence to document control procedures and regulatory obligations. 9. Document Quality Assurance Conduct document quality and metadata reviews. Ensure compliance with document numbering, revision control, and filing requirements. Monitor document control KPIs and support quality audits. Maintain audit-ready project records and information. 10. Turnover & Handover Documentation Coordinate preparation and management of: Turnover and completion dossiers Commissioning records O&M manuals Warranties and certifications As-built documentation Final handover packages Ensure seamless transfer of project records into operations. 11. Operations Readiness Support Ensure operational teams receive complete and approved documentation prior to energization and handover. Coordinate delivery of asset information, maintenance data, manuals, spare parts records, certifications, and compliance documentation. 12. Cross-Functional Coordination Coordinate document management activities across Engineering, Procurement, Construction, Commissioning, Commercial, Supply Chain, Utility, and Regulatory stakeholders. Support interface management and resolution of document-related issues across project workstreams. 13. Reporting & Performance Monitoring Prepare and present: Document Status Reports Engineering Deliverable Reports Overdue Review and Approval Reports Vendor Data Tracking Reports Handover Readiness Reports EDMS Performance Reports Document Control KPI Dashboards Reporting shall provide visibility of: Submission, review, and approval status Outstanding actions and overdue items Contractor performance Engineering deliverable progress Turnover and handover readiness Key Accountabilities Integrity, security, and accessibility of project information and records. Effective administration of the project EDMS. Compliance with document control standards and governance requirements. Timely processing and distribution of project documentation. Accuracy of metadata, revision control, and audit trails. Contractor document management performance. Readiness of turnover, commissioning, and handover documentation. Support for audits, claims, regulatory reviews, and long-term records preservation. Minimum Requirements: Degree or diploma in Information Management, Business Administration, Engineering, Project Management, or a related discipline. 10+ years’ experience in document control and information management on major capital projects. 5+ years in a Lead Document Controller or Document Control Manager role. Proven experience supporting EPC/EPCI project delivery. Strong understanding of engineering, procurement, construction, commissioning, and handover documentation requirements. Hands-on experience with enterprise EDMS platforms and information governance processes. Preferred Qualifications Renewable energy and infrastructure projects. Utility-scale Solar PV developments. Battery Energy Storage Systems (BESS). High-voltage transmission and substation projects. Marine infrastructure and subsea cable projects. Highly Desirable Qualifications Experience on projects exceeding US$1 billion in CAPEX. Experience working with International EPC contractors and suppliers. Experience in Singapore and/or Indonesia. Experience supporting project-financed developments. Experience managing commissioning, turnover, and handover documentation. Proven implementation and administration of Aconex or equivalent EDMS platforms. Core Competencies Information & Document Management Document control and EDMS administration Records management and archiving Information governance and compliance Metadata, revision control, and audit trail management Workflow and transmittal administration Project Delivery Support EPC/EPCI documentation management Engineering, procurement, construction, and commissioning records Vendor data and manufacturing documentation Turnover, handover, and operations-readiness documentation Audit and regulatory compliance support Systems & Technology Aconex, Autodesk Construction Cloud, SharePoint, TeamBinder, ProjectWise, or similar EDMS platforms Document workflow configuration and administration Dashboard and KPI reporting Data integrity and information security management Contractor & Vendor Management Contractor document control compliance International EPC contractor and supplier coordination Vendor data management and deliverable tracking Submission management and performance monitoring Cross-border and multilingual document environments Communication & Coordination Stakeholder engagement and relationship management Strong organizational and attention-to-detail skills Cross-functional coordination and interface management Problem-solving and workflow optimization Effective communication and reporting Our inspired people share our vision and mission. We provide a great place to work, where each person has the opportunity and voice to affect change. We want our people to succeed both in work and life. To support this we promote a healthy, productive and flexible working environment that respects work-life balance. Turner & Townsend is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and actively encourage applications from all sectors of the community. Please find out more about us at #LI-DA3 Join our social media conversations for more information about Turner & Townsend and our exciting future projects: Twitter Instagram LinkedIn It is strictly against Turner & Townsend policy for candidates to pay any fee in relation to our recruitment process. No recruitment agency working with Turner & Townsend will ask candidates to pay a fee at any time. Any unsolicited resumes/CVs submitted through our website or to Turner & Townsend personal e-mail accounts, are considered property of Turner & Townsend and are not subject to payment of agency fees. In order to be an authorised Recruitment Agency/Search Firm for Turner & Townsend, there must be a formal written agreement in place and the agency must be invited, by the Recruitment Team, to submit candidates for review. At Turner & Townsend we’re passionate about making the difference. That means delivering better outcomes for our clients, helping our people to realize their potential, and doing our part to create a prosperous society. Every day we help our major global clients deliver ambitious and highly technical projects, in over 110 offices worldwide. As part of our 2025 Vision we are putting Sustainability and Net Zero at the heart of our business. Our team is dynamic, innovative and client-focused, supported by an inclusive and fun company culture. Our clients value our proactive approach, depth of expertise, integrity and the quality we deliver. As a result, our people get to enjoy working on some of the most exciting projects in the world.