In order to promote effective and quality collaboration, the Document Controller helps ensure that the documentation used by the client, its partners and collaborators is reliable, correct, complete and well communicated. He/she is part of a project team and is responsible for managing and controlling the documents that are produced during the different phases of the project via an integrated management tool.

This is a predominantly operational role that requires rigour and a strong sense of service.

Job description:

The following is a non-exhaustive list of tasks. This list may vary depending on the assignment and the customer.

• Tracking the lifecycle of documents including creation, revision, approval, distribution, and archiving of technical documents throughout the project
• Quality Control: Ensuring the accuracy, consistency, and readability of documents, making sure they adhere to company standards and conventions
• Version Management: Monitoring different versions of documents and maintaining a complete history of changes using a deliverables list
• Document Distribution: Making relevant documents available to appropriate stakeholders at the right time
• Applying, updating, and improving Document Management Procedures
• Using Document Management Tools: Proficiency in document management software (DMS), including access controls in some cases, and collaborative tools (e.g., Teams) to facilitate document processing and sharing
• Providing training and support to users on the tools and procedures
• Producing Reports/Dashboards on Project Documentation Status: Defining corrective action plans and ensuring their execution
• Giving feedback on the state of documentation during project meetings
• Scanning critical documents such as protocols

Qualification and experience required:

• An interest in document management is essential
• An affinity or curiosity for working in a technical environment. Most of our clients collaborate with us in the field of engineering
• Very good written and spoken knowledge of French and/or Dutch, and a good knowledge of English
• Good knowledge of Microsoft Office

The following elements are an asset but not a requirement:

• Basic training related to information and documentation management
• Basic training focused on information and communication technologies (ICT)
• Initial experience as a document controller, archivist, documentalist, or in an administrative role
• Knowledge of one or more document management software programs is a plus (Aconex, LiveLink, SharePoint, ACC...).

Required Skills:

• Good organizational and coordination skills, with a strong sense of priorities
• Meticulous and detail-oriented
• Oral proficiency in presentations/training and strong writing skills
• Flexible and a good team player
• Able to work both independently and as part of a team
• Service- and customer-oriented
• Good listening skills and understanding of key issues.

What we can offer:

Exquando offers you the opportunity to develop your knowledge and expertise in an exciting and stimulating environment. Our clients are major organizations in the construction, pharmaceutical, banking, energy, and insurance sectors.

We provide adequate internal training. You will be encouraged to engage with the professional information community and share your newly acquired knowledge and experience.

The working environment at Exquando is dynamic and flexible. We encourage creativity and proactivity, and we believe in enjoying our work! We offer a full-time permanent contract and an attractive salary package. Our operational headquarters are based in Wavre, but some assignments may require short, medium, or even long-term presence at client sites. Partial remote work is allowed.

It is also crucial for us that the candidate aligns with Exquando's values.

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