Site Document Controller (Fixed Term Contract)

About the Company

 

Since its establishment in 2008, Mulilo has grown into one of South Africa’s leading Independent Power Producers (IPP). Mulilo is majority owned by Copenhagen Infrastructure Partners (CIP), with Norfund holding an additional investment through the Norwegian Climate Investment Fund.

 

Mulilo develops, constructs and operates utility scale wind, solar PV and battery energy storage projects across South Africa. The company currently operates 450 MW of wind and solar capacity, with a further 765 MW under construction. A portfolio exceeding 2 GW is advancing toward financial close, while the long-term development pipeline exceeds 30 GW.

 

Mulilo has concluded power purchase agreements under the South African government’s Renewable Energy Independent Power Producer Procurement Programme (REIPPPP), as well as private offtake agreements with several large corporate energy users.

 

Mulilo places significant emphasis on its people and recognises that successful infrastructure delivery depends on capable and committed teams. The company prides itself on providing a world-class working environment, with a clear focus on career progression and personal growth. Grounded in its values, Mulilo fosters a culture of accountability, collaboration and purpose, while remaining committed to its environmental, social and governance responsibilities.

About this role

 

The Site Document Controller is responsible for overseeing and supporting the full documentation management lifecycle and project administration, by:

 

• Managing and controlling project documentation and records throughout the project execution phase
• Facilitating and supporting compliance with documents and records management processes, systems and tools
• Effective Stakeholder Engagement and Support
• Supporting the delivery of project handover documentation
• Fulfilling project administration responsibilities

 

This role reports directly to the Construction Manager and deliverables will be overseen by the Portfolio Controls Management Team.

 

The successful candidate will provide comprehensive administrative support for an effective document and records management function, ensuring the project teams are equipped throughout project execution.

Duties and responsibilities 

 

Manage and control project documentation and records throughout the project execution phase

• Overseeing the full documentation lifecycle, including compilation, identification, registration, review, authorisation, publishing, notification, filing, distribution, retrieval, archiving, and disposal.
• Administering the use of transmittals for the issuance and receipt of project documentation by internal and external stakeholders.
• Maintaining and controlling both electronic and physical filing systems for all project-related documentation.
• Prioritising and scheduling documentation workflows in alignment with agreed project milestones and contractual/ target dates.
• Ensuring traceability of all project documentation through robust audit trails and version control mechanisms.
• Compiling high-level management reports on the status of project documentation.
• Establishing and monitoring master document lists/registers to ensure accurate and up-to-date indexing of all project documentation.
• Managing and controlling project documentation related to change requests and other technical documentation requirements.
• Supporting the integration of the document management system with other key project systems.

 

Facilitate and support compliance to documents and records management processes, systems and tools

• Ensure project documentation adheres to all company document management processes, system protocols, and governance requirements.
• Maintain conformance of documentation to commercial, contractual, handover, and project-specific requirements throughout the execution phase.
• Provide timely feedback on documentation status to support project reporting and decision-making.
• Identify and report documentation process and system non-compliances, risks, and issues, and recommend corrective actions to ensure continuous improvement.
• Generate and distribute electronic documentation status reports using designated systems and tools to support project visibility and control.

 

Stakeholder Engagement and Support

• Engage with internal and external stakeholders to address and resolve queries related to documentation management requirements, processes, and workflow.
• Collaborate with the project team members to ensure traceability and alignment of engineering and technical documentation
• Provide active support during documentation management audits, ensuring readiness and compliance with audit requirements.
• Foster effective communication and maintain strong working relationships with all stakeholders involved in the documentation lifecycle.

 

Support the delivery of project handover documentation

• Review and ensure delivery of documentation in accordance with the client’s documented handover requirements.
• Liaise with contractors to ensure compliance with handover documentation standards and expectations.
• Prepare, consolidate, and organize all required handover documentation for formal submission to the client.
• Coordinate and facilitate handover sessions involving contractors, clients, and relevant stakeholders to ensure smooth and complete documentation transfer.

 

Project Administration

• General office administration and coordination:
• Establish and maintain filing and retrieval system for the project team.
• Scan, store, upload/download and manage data and records across agreed information systems.
• Manage logs, stationery, site office records, and general administration coordination.
• Create appropriate reports, highlight deviations, and capture data into information systems.
• Monitor queries and complaints and route through correct channels for resolution.
• Provide ad-hoc support, e.g. coordinate leave schedules, assist staff with processes and use of system applications, etc.
• Meeting & communication administration:
• Schedule and coordinate meetings as required.
• Prepare meeting packages (for example agenda, previous minutes, action logs, presentations, etc.), take minutes, and distribute them within agreed timelines.
• Support preparation of presentations and background material for management.
• Commercial administration
• Complete applicable administration forms, arrange for claims / payment submissions and track to closure.
• Registers and logs
• Maintain and update registers and logs, for example the asset register for controlled assets, action registers, decision registers, correspondence logs, etc.

 

Required skills and education background. 

• National Diploma at NQF5 in a related field is desired.
• Minimum of 3 years of experience in documentation control and project administration.
• In-depth knowledge of document control principles.
• Proficiency in MS Office
• Excellent attention to detail and analytical skills.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Ability to work in remote, a high-performance environment and manage multiple deliverables simultaneously.
• Valid driver’s license and willingness to travel to project sites as required.

Desirable attributes

 

The ideal candidate would have a passion for the Renewable Energy sector and personality traits would include a high level of diligence, determination, resilience, and agility.

 

Mulilo is an employer of choice and is offering an extremely competitive total remuneration package for this position.

 

Additional Information

 

Able to work overtime according to operational needs.

 

Travel will be required occasionally.

 

The role is based on-site, with frequent inter-site travel within the portfolio, if applicable.

 

Extended working hours may be required to meet project timelines.

 

Saturday work will generally be required to accommodate structured rest and recovery (R&R) weekends, typically until early afternoon, depending on project demands.