Project Documentation Specialist

Mission Statement:

You will be a part of the AIS, GIS, P&IC Product Engineering team. You will manage the xECM implementation and keeping the product / project documentation as per customer / stake holders’ requirement.

You will be supporting the Project Managers, Project Engineers / Project Lead Engineers to develop project specific engineering documents and drawings for submission to customer and the documents needed for project delivery and manufacturing of Air Insulated Switchgears (AIS), Gas Insulated Switchgear (GIS), Power Quality & Industrial components (P&IC). As an individual contributor you would deliver the tasks as per the given inputs and when needed need to work in coordination with other colleagues and should exhibit good collaborative skills to complete the task. You may also interact with other departments like Project Management, Engineering, Order Management, Product Teams, Financial Controlling and Production units.

Your responsibilities:

• Manages the project / product related documentation to ensure proper version control in the document management system. Ensures project documentation is compliant with project and customer requirements, company policy, including format, receipt, registration, number, filing, recovery, and the issue of documents.
• Helps the product / project team in the preparation of the project document list, set up and track VDRLs, updates and issues the documents and  list as well as progress reports periodically.
• Receipt and distribute incoming documents to the project specific distribution lists, track status/responses, and file in project documentation repository (SharePoint or xECM).
• Understand the project and customer requirements and set up the document management system and document controls process in conjunction with the project management and engineering team. 
• Checks the progress of the project documentation, updates the receipts of document distribution information register. Communicate deadlines to the project team for document delivery. Monitors and reports actual versus planned time for document management work.  Flag documents and remind project team of upcoming document/revision due dates.
• Ensures that reviews, numbering, distribution, filing, and registration are following procedures.
• Prepares the project lessons learned documentation jointly with the project team, either at project close-out or periodically throughout the project.
• Effectively communicates with the project team, customers, and other stakeholders.
• Living Hitachi Energy’s core values of safety and integrity, which means taking responsibility for your own actions while caring for your colleagues and the business.

Your background:

• Candidate must have years of experience 4 – 6 years with Bachelors /Diploma in arts and or science degree with Excellent
• Experience in xECM document management system implementation would be an added advantage.
• Experience in working in international environments with diverse cultures and languages and managing stakeholders of varying management levels.
• Interest with enthusiasm, in setting up process and tools in the field of document management systems / process, apply creative ideas to provide solutions. You can apply a long-term perspective into your work. Moreover, you appreciate collaborating with your colleagues and understand the importance of investing in long-term customer relations, and the importance of your role in the overall project execution cycle.
• Process knowledge of and/or electrical product and/or automation documentation management experience in the Oil, Gas and Chemicals industry, including experience with Engineering, Procurement and Construction (EPC) contractors
• Structured and pragmatic, mindfulness; Results oriented; Positive and assertive; Initiative-taker and takes ownership; Sets up good working relationships; Good cultural understanding; Excellent listener, looks to understand and comprehend
• Proficiency in both spoken & written English language is required.