Document Controller

Thank you for your interest in joining Alcazar Energy! Each role at our company offers the chance to make a tangible impact on the global shift towards sustainable energy. As you consider applying, reflect on how your unique skills, passion, and vision align with our mission to innovate and energize the world responsibly.

This position will be based in Madrid.

Document Management System Procurement & Implementation:

▪ Lead the assessment, selection and procurement of a suitable Document Control / Document Management platform for construction projects.

▪ Define system requirements in coordination with Technical, ESG, Legal and other internal stakeholders.

▪ Support commercial and contractual evaluation of potential vendors.

▪ Lead implementation, configuration and roll-out of the selected system.

▪ Develop document control procedures, workflows, naming conventions and folder structures aligned with project and corporate requirements.

▪ Act as system Administrator and Champion of the platform.

▪ Provide and/or coordinate training and ongoing support to internal teams and external stakeholders.

Project & Construction Document Control:

▪ Administer records, drawings and documents in accordance with internal Quality Management Systems and project requirements.

▪ Ensure proper codification, version control and status tracking of documents (e.g. approved, under review, for construction, final, superseded).

▪ Manage transmittals and maintain precise, auditable records of document submissions and correspondence.

▪ Control and maintain registers (drawings, transmittals, technical queries, correspondence, etc.).

▪ Ensure updated versions of drawings and documents are available to relevant stakeholders.

▪ Coordinate with Technical team, consultants, contractors and Owner’s Engineer to ensure timely submission, review and archiving of documentation, particularly interface with their Document Control function as applicable.

▪ Monitor and review contractor document control systems to ensure compliance with contractual requirements.

▪ Maintain secure and structured electronic and (where required) hardcopy archives.

Governance, Compliance & Continuous Improvement:

▪ Ensure document control processes comply with corporate policies, ESG requirements, lender standards and project agreements.

▪ Support audits (internal, external, lender) by providing accurate document records and reports.

▪ Maintain structured access control and permission rights within the document management system.

▪ Continuously review and improve document control processes to enhance efficiency and traceability.

▪ Liaise with IT and other internal functions regarding system integration and data security requirements.

Cross-Functional Support:

▪ Provide structured document control support across ESG and Technical teams as required.

▪ Coordinate signature workflows and controlled document issuance processes where needed.

▪ Support preparation and controlled filing of key project documents including contracts, reports, and formal correspondence.

▪ Provide periodic reporting on document control KPIs and system performance.

Preferred Qualifications:

▪ Degree or Diploma in Business Administration, Information Management, Engineering or related discipline.

Preferred Experience:

▪ Minimum of 4-6 years’ experience in document control within infrastructure, construction, energy or related sectors.

▪ Experience in implementing or administering a Document Management System (e.g. Aconex, Procore, SharePoint, or similar).

▪ Experience supporting multi-disciplinary project teams.

▪ Experience working within structured quality or management systems.

Job Specific Skills:

▪ Strong organisational and system-thinking capability.

▪ Ability to evaluate and select digital platforms based on business needs.

▪ High attention to detail and accuracy.

▪ Ability to manage competing priorities in a fast-paced project environment.

▪ Clear written and verbal communication skills in English.

▪ Proficient in MS Outlook, Word, Excel and PowerPoint.

▪ Ability to train and support users across different teams, proven ability to work in a team, self-motivated, with a collaborative and committed attitude.

▪ Strong sense of accountability, integrity and confidentiality.

We appreciate your time in considering a career with Alcazar Energy. By joining our team, you’re choosing to stand at the forefront of the renewable energy industry, contributing to projects that prioritize integrity, quality, and sustainability. As you share our commitment to making a difference, we look forward to potentially welcoming you aboard.