Document Controller

4 weeks ago

Leeds, United Kingdom Xlinks Full time

About Xlinks


Xlinks exists to capture the power of nature to generate a near-constant, affordable energy supply and connect it to the point of consumption in real-time. The Xlinks’ Morocco-UK Power Project, will provide affordable, clean power to the equivalent of 7 million British homes within a decade. Once complete, the project will be capable of supplying 8% of Great Britain’s electricity needs.


Solar panels and wind turbines will generate 11.5GW of zero carbon electricity to deliver 3.6GW of reliable energy for an average of 19+ hours a day, complimented by an onsite 22.5GWh/5GW battery facility. The new electricity generation and battery storage facilities will be located in Morocco’s renewable energy-rich Province of Tan Tan and will be connected exclusively to Great Britain via 4,000km HVDC sub-sea cables.


The project will provide a dedicated, near-constant source of flexible and predictable clean energy for Great Britain, designed to complement the renewable energy already generated across the UK.


For more information visit www.xlinks.co and follow us on LinkedIn and Twitter.


Job Summary


The Document Controller reports to the PMO Manager as part of Xlinks Ltd, supporting the Morocco UK Power Project (MUPP). The Document Controller will be responsible for establishing and developing processes, standards, and assurance mechanisms for project documentation, and ensuring that MUPP maintains an accurate suite of auditable documents. In practice, this encompasses the day-to-day management and control of project / business documents and records throughout the project life cycle. The objective of the Document Controller is to ensure that MUPP’s project management teams have a robust and fully auditable Document Management System. They will support the development of a culture of consistent delivery quality, aligned with the Xlinks’ overarching project strategy, and help communicate effective engagement and document management practices across the project.


Key Responsibilities


Document Management:

  • To establish and maintain appropriate document and information management strategies, frameworks, and standards, and ensure their implementation and adherence across the wider project
  • Maintenance of a standard suite of Document Control processes and procedures that will enhance the document control within MUPP
  • Maintenance of a fully fit for purpose Document Management System that effectively manages project documentation in a clear and auditable way
  • Training on the Document Management System (DMS) to ensure alignment in the receipt and issue of drawings, documents and transmittals
  • Interface with variety of teams and functions across MUPP and the wider business in the coordination and close out of final records. This will include liaison with third parties
  • Ensuring all Document Control requirements are fully captured in contracts
  • Regular auditing and reviews of project record keeping
  • Coordination with MUPPs teams to ensure that the drawing management system is implemented with full archiving of project records
  • To be the business expert for document management encompassing business processes, technical standards and systems. To include:
  • Maintaining knowledge of current and emerging industry methodologies and technologies
  • Preparing the necessary business processes and keep these up-to-date
  • Management of project information and documentation not limited to financial monitoring, quality assurance and control, project governance, project KPI and SHE documentation as required.


Process Improvement:

  • Collaborate with project managers and stakeholders to identify opportunities for process improvement within the PMO and across project teams
  • Develop and implement standardised document management processes, templates, and best practices
  • Continuously evaluate and refine PMO document management processes to optimise efficiency and effectiveness.


Stakeholder Communication:

  • Serve as a primary point of contact for project stakeholders, providing timely updates and addressing inquiries
  • Ensure clear and consistent communication channels are established and maintained throughout the project lifecycle.


Risk and Issue Management:

  • Assist project managers in identifying, assessing, and mitigating documentation risks and issues
  • Maintain risk and issue registers, tracking the status of mitigation actions and escalating as necessary.


Quality Assurance:

  • Conduct quality reviews of project documentation, deliverables, and processes to ensure adherence to standards and guidelines
  • Provide feedback and recommendations for improving the quality of project outputs and outcomes.


Key Skills


  • Familiar with the management of core PMO processes, and document management and governance frameworks within Large Capital Projects, Infrastructure, Utilities, and / or Transmission projects.
  • Comfortable working in fast pace, ambiguous environments; self-starter.
  • Adept at communicating clearly and succinctly.
  • Extensive knowledge of enterprise scale document management systems and their setup and administration.
  • Is proficient and comfortable challenging information provided by third parties.
  • Experience of working and communicating with senior stakeholders.


Qualifications & Experience


  • 6+ years of experience document management in complex, multi-country environments.
  • Experience working in Large Capital Projects, Infrastructure, Utilities, and / or Transmission.
  • Undergraduate degree or equivalent experience.
  • Project Management qualifications are advantageous but not required.

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