Document Controller

Mission Overview

We are seeking a Document Controller for a consultancy mission at a client site, representing Keystone Solutions. In this role, you will be responsible for creating, supporting, and monitoring document flows, including submission, review, approval, and release. You will also coordinate underlying processes to ensure efficient time management and strict adherence to document management procedures.

Key Responsibilities

• Manage, optimize, and set up the Document Management System (DMS) and approval flows to ensure correct operation and align workflows with specific project needs.
• Technically adjust the standard approval flow within projects by incorporating additional steps in collaboration with project stakeholders.
• Review authorizations and grant appropriate access to specific information.
• Track document versions, revisions, and approval flows to ensure the most current information is maintained.
• Manage, control, and coordinate the entire lifecycle of project, CE, and operational documentation to ensure integrity, traceability, and availability of information in accordance with internal guidelines and legal requirements.
• Register, maintain, and centralize project documents, such as as-built files, operational files, and construction files, in the designated system without creating them yourself.
• Ensure traceability between documents, changes, and associated approvals.
• Prepare and support internal and external audits by providing correct and complete documentation to demonstrate compliance upon commissioning.
• Check, register, and classify documents for completeness and form requirements to build qualitative files that meet project agreements.
• Perform a purely formal check of documents based on a standardized checklist, without content assessment.
• Ensure correct naming and document structure.
• Act as a central point of contact for document-related questions and raise awareness among project teams to promote a uniform and qualitative working method within the organization.
• Provide training and explain processes and flows to internal and external parties, such as contractors, to ensure smooth collaboration.
• Address stakeholders when documents are stalled and proactively signal bottlenecks or risks to the project leader.
• Support project leaders in documentation planning and prepare reports on the status of documents.
• Manage, follow up, and perform additional administrative tasks to support the operational progress of projects and facilitate rights management regarding documentation.
• Create, follow up, and manage access to documentation for external staff.
• Facilitate general information exchange, manage project mailboxes, and take minutes during meetings.
• Proactively signal risks and make improvement proposals within document management processes.

Profile

• Fluent in Dutch.
• Experience in a large-scale technical project environment is a plus, such as in construction, industrial installations, decommissioning projects, engineering projects, or highly regulated environments.
• Familiarity with documentation from technical project contexts, such as as-built files, construction files, operational files, and technical project documentation, particularly in sectors like energy, chemicals, pharmaceuticals, automotive, or nuclear environments.
• Willingness to commit for the long term.

At Keystone Solutions, we pride ourselves on our consultancy nature, offering dynamic projects that provide turbo-charged learning opportunities and a commitment to skyrocketing ambition. Being a

Duration: 19/10/2026 - 31/12/2026 3 months • (full time)

Skills required

• CommunicationGemiddeld
• Document lifecycle management en versiebeheerBeginner
• Document Management SystemBeginner
• Documentbeheer binnen een technische, industriële of projectomgevingBeginner
• Technische documentatie (plannen, schema’s, dossiers)Beginner

Language requirements

• NederlandsNative or bilingual proficiency
• EngelsBeperkte professionele kennis
• FransBeperkte professionele kennis