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Job Summary
A document controller is responsible for the timely, accurate and efficient preparation and management of documents. They control the numbering, sorting, filing, storing and retrieval of both electronic and hard copy documents produced by technical teams, projects, or departments.
Accountability
1. Manage project information throughout entire lifecycle from creation to final version.
2. Manage relationships with project, business areas and stakeholders and liaise with business teams in defining, capturing, and managing project deliverables.
3. Deliver project document control following project procedures for internal/external technical documents and project correspondence.
4. Maintain company's electronic document management systems (EDMS)
Responsibilities
1. Processing of projects documentation including Engineering, Supplier and Company documentation: registration, issue, distribution, transmittal, tracking, and retrieval of documents received and issued to and from company / 3rd Parties.
2. Issue and receive documents and drawings in a controlled manner and within agreed timescales, using company's EDMS. 3. Quality check of document deliverables received from internal and external parties against Document Control Standards and Specifications.
4. Maintain integrity of the EDMS by following defined company procedures.
5. Maintaining the electronic records, ensuring these reflect accurate attribute and current document status.
6. Allocation of engineering numbering in accordance with company procedures.
7. Revision Coding / Revision Status control and allocation.
8. Preparation and maintenance of project-specific Document Distribution Matrices (DDMs), in accordance with project defined requirements.
9. Liaise with 3rd Parties (contractors, suppliers, certifying authorities, Government bodies, etc.) regarding the capture and submission of documentation.
10. Document loading (bulk loading) of records to EDMS.
11. Scanning of documents and uploading of files if required to EDMS.
12. Expediting of overdue Issued for Review / Approval documentation.
13. Providing reporting for all projects (Late Reports, Weekly Document Issue Reports, etc.).
14. Liaise with contractors and suppliers including attending kick-off meetings.
15. Participating in project kick off meetings providing a small presentation to personnel if required.
16. Participate in Lessons Learned meetings
17. Supporting and assisting with any ad-hoc requests received from company and 3rd Parties.
18. Preparation / compilation of document packages for issue to internal and 3rd Parties, as required.
19. Project archiving to support turnover and closeout.
20. Ensure Engineering archive documentation is captured and controlled in compliance with company procedures.
21. Search and retrieval of information held within EDMS, including the recall of archive information held in offsite storage. 22. Comply with the Company Records Management procedure for Controlled and non-Controlled documents.
23. Implement, develop, and define procedures and specifications to cover all aspects of the Document Control scope.
24. Providing assistance and training in the use of the Document Management Systems to the project teams.
25. Proactively promote and ensure Document Control processes and procedures are understood and are complied with by the users.
26. Deliver all aspects of the document control function ensuring requests and queries are prioritized. Ensuring these are processed and closed out in a timely manner, and that a professional / quality Document Control service is provided to the Business.
27. Communicate and provide regular status updates to the Document Controller Leader identifying potential Document Control-related areas of concern and seek resolution in a timely manner.
Job Specification & Qualification :
• Minimum 5-11 years working in EPC Projects
• Bachelor’s degree in engineering or construction or equivalent from an accredited college or university.
• Fluent in written and spoken English language.
• High computer literacy specifically Microsoft Excel and good working knowledge of relevant cost software
• Proficiency with Microsoft Office products.
• Has an effective and appropriate level of written and oral communication skills. Has the ability to liaise / interface with people at all levels.
• Strong management communication and interpersonal skills.
• Experience working within the oil and gas industry in a Document Control environment. Preferred: demonstrable working knowledge of DCC.
• EDMS experience.