Document Controller

De Smet Engineers & Contractors (DSEC) provides the industry with general contracting services as an industrial integrator from project management (EPCM) to full turnkey construction (EPC) via Conceptual Engineering.

DSEC has an established reputation as process integrator, specializing in the agro-industrial fields such as Sugar, Edible Vegetable Oil & Proteins, Biofuels, Bio Based Products & Agro nutrients. It is a world-class provider of Engineering, Procurement and Construction services under a single point responsibility.

To support his Project execution Department, DSEC is looking for a Document Controller.

Mission

As part of the project team and reporting to the Project Manager, the Document Controller is responsible for the organisation, control, distribution, and traceability of all project documentation.

He/She ensures that engineering, procurement, construction, and contractual documents are managed in compliance with internal procedures, contractual requirements, and quality standards.

Key Responsibilities

1. Document Control

• Administer the document management systems used on projects.

• Establish and maintain the project's document management structure.

• Ensure proper registration, indexing, filing, and archiving of project documents.

• Maintain compliance with document numbering and coding conventions.

• Receive, review, and distribute incoming documentation.

• Manage the issuance of documents to clients, suppliers, and subcontractors.

• Prepare, issue, and track document transmittals.

• Ensure distribution of the latest approved document revisions to relevant stakeholders.

• Maintain full traceability of all document exchanges.

• Update and maintain Master Document Lists (MDL), Document Registers, and project tracking logs.

• Monitor document revisions and approval status.

• Verify the completeness and compliance of project deliverables prior to issue.

• Track contractual document deliverables and submission deadlines.

• Prepare document control reports and project documentation KPIs.

• Ensure electronic and physical archiving in accordance with contractual and regulatory requirements.

2. Project Coordination & Administrative Support

• Organise project meetings and distribute invitations and meeting minutes.

• Maintain action trackers and follow up on agreed actions.

• Manage project contact lists and distribution matrices.

• Maintain and archive official project correspondence.

• Support the preparation of project reports and dashboards.

• Assist with the administrative follow-up of project-related matters, including purchase orders, contracts, correspondence, and approvals.

• Provide general administrative support to the project team as required.

Technical Skills

• Proficient in Microsoft Office applications.

• Good knowledge of SharePoint and collaborative platforms.

• Experience with Document Management Systems. Experience with M-Files is considered a strong asset.

• Understanding of engineering document review and approval processes.

• Previous experience in industrial, EPC, or EPCM project environments is highly desirable.

Personal Skills

• Strong organisational and planning abilities.

• Excellent attention to detail.

• Ability to manage multiple document workflows simultaneously.

• Autonomous and accountable.

• Service-oriented mindset with a strong focus on internal customer support.

• Strong communication and interpersonal skills.

• Proactive approach and problem-solving attitude.

• Ability to work effectively in a dynamic project environment.

Profile

• 3 to 5 years of experience as a Document Controller, Project Document Controller, or in a similar role.

• Experience in industrial, engineering, construction, EPC, or EPCM environments.

• Fluent in French with a good professional command of English.