Job Description

Job Purpose

To manage, control, store, track, and distribute all project, engineering, operational, and compliance documents across the zinc mine. The Document Controller ensures proper version control, adherence to document standards, regulatory compliance, and efficient document retrieval to support safe and effective mining and processing operations.

Key Responsibilities

• Document Management & Control
• Maintain the mine's Document Management System (DMS) (electronic and physical).
• Ensure proper version control, naming conventions, and metadata management for all documents.

Control and track:

• Engineering drawings
• P&IDs, schematics, and manuals
• Procedures and SOPs
• Safety documents (MSDS, permits, registers)
• Maintenance plans and work packages
• Project files and technical specifications
• Maintain master copies and archive superseded documents as per policy.

Distribution & Retrieval

• Ensure timely distribution of documents to engineers, supervisors, contractors, and operations teams.
• Provide controlled access to the latest approved documents.
• Respond to document retrieval requests quickly and accurately.
• Manage secure access and permissions for sensitive data.

Compliance, Governance & Audits

• Ensure documents comply with:
• Mine Health and Safety Act (MHSA)
• ISO 9001, ISO 14001, ISO 45001 (if applicable)
• Internal engineering standards
• Corporate governance and record-keeping policies
• Support internal and external audits by preparing document evidence and maintaining traceability.

Project Support

• Maintain full document trails for engineering and expansion projects.
• Control contractor documentation including:
• Drawings
• As-built files
• Commissioning reports
• Method statements
• Quality records
• Support handover from project phase to operations/maintenance.

Communication & Coordination

Work with:

• Engineering teams (mechanical, electrical, C&I)
• Maintenance planners
• SHEQ department
• Project managers
• Contractors and vendors
• Ensure all stakeholders use the correct forms, templates, and document standards.

Data Integrity & System Administration

• Maintain clean, updated, and accurate databases.
• Regularly audit document folders, archive structures, and permissions.
• Support rollout of new DMS tools or enhancements.
• Train staff on proper document control procedures.

Reporting

• Generate reports on:
• Document status
• Revision histories
• Outstanding approvals
• Contractor documentation compliance
• Maintain dashboards or registers for tracking.

Required Skills & Competencies

Technical Skills

• Strong understanding of document control standards and processes.
• Experience with DMS platforms (SharePoint, Aconex, ProArc, EDMS, etc.).
• Knowledge of engineering drawings and technical documentation.
• Skilled in Excel, PDFs, and structured file management.
• Familiar with ISO standards and mining compliance requirements.

Behavioural Competencies

• High attention to detail and accuracy.
• Strong organizational and administrative capabilities.
• Able to work under pressure and handle multiple priorities.
• Good communication and teamwork skills.
• Confidentiality and integrity in data handling.

Qualifications & Experience

Minimum Requirements

• Grade 12 (Matric) or equivalent.
• 2–3 years' experience in document control or administrative roles.
• Computer literacy and experience with electronic document systems.

Preferred

• Certificate or Diploma in Document Control, Office Administration, or Records Management.
• Experience in mining or heavy industrial environments.
• Exposure to engineering drawings, project documentation, or maintenance files.
• Experience with ISO-compliant documentation.

Key Performance Indicators (KPIs)

• Accuracy and completeness of document updates.
• Compliance with document control procedures and audit requirements.
• Timeliness of document distribution and retrieval.
• Quality of document control registers and reports.
• User satisfaction and support effectiveness.
• Controlled access and data integrity.