Project Document Controller

Posted 03 July 2024
Salary Negotiable
Job type Contract
DisciplineOil and Gas Recruitment
Contact NameKevin Kinzie

Job description

A Document Controller is required to complete work independently and resolve issues without direct supervision. This position ensures that project documentation is properly captured, cataloged and controlled using the applicable Document Control systems and processes.

* Ensures that project documentation is properly recorded, cataloged and controlled in the EDMS system and Sharepoint/Network folders in accordance with the Projects Document Management plan.
* Creates customer records as required and prepare documents for transmittal to client according to project specific procedures
* Maintaining information in project Electronic Document Management System (EDMS)
* Create and maintain document numbers including client and supplier's numbers.
* Generate reports that could include: Late Reports, Status Reports, Open Reports and others as required, and addresses identified problems.
* Follow document control procedure in transmitting and receiving documents.
* Generate and maintain MDR for client and project team use.
* Serves as a main point of contact for Project team on information management and documentation in projects
* Analyzes & Controls all technical documentation related to department and project activities within contractual requirements and Company procedures (including confidentiality)
* Ensures contractual requirements related to document numbering, filing and hand over are implemented on the project including confidentiality requirement as per the Client's procedures
* Handles and registers all outgoing and incoming transmittals according to project document control procedure
* Performs documentation planning, in cooperation with project management team and project engineering management as appropriate. Performs follow up activities as necessary to produce revised plan
* Participates in meetings, as required
* Defines the distribution matrix in coordination with the project team
* Compilation of Manufacturing Record Books (MRB's) for Subcontract offsite Supplier scopes and processing per the documented processes.
* Submission of Inspection Requests to Clients for MRB review and approval through ECM Box application.
* Uploading of Final Manufacturing Record Books (MRB's) for Subcontract offsite Supplier scopes into SAP system and Sharepoint folders for documentation traceability.
* Training of Jr. Document Controllers on Manufacturing Record Book compilation (MRB's) and EDMS (Electronic Document Management System)
* Reviews document and transmittal quality according to Document Control Procedure
* Manages supplier documentation
* Collects information for reports
* Performs project closing activities according to Company procedures and contractual requirements
* Applying thorough level of understanding of the organization, programs, and procedures related to the work of the department and/or team.
* Suggests improvements to increase efficiency and improve communication of departmental and functional information.
* Receives general instructions for routine projects and detailed instructions for more complex projects.
* Resolves most questions and problems and refers only most complex issues to higher levels.
* Assists in creation, development and implementation of department and Project related templates.
* Creates Document Control related Work Instructions and Project procedures and has approved by Document Control Manager for use by entire team.
* Assists Lead in training Junior level Document Controllers on DC requirements, processes and procedures.
* Most assignments are completed using standard processes and procedures but may adapt techniques or processes to complete assignment.
* Probable errors are usually detected in succeeding operations and are generally confined to a single department or phase of company activity.
* Frequent internal contacts within and outside of department to furnish and obtain information.
* Answer's inquiries and responds to correspondence from inside and outside the company.
* Works with others to resolve problems.
* Serves as a resource to less experienced staff.
* Completes transmissions of assigned Project monthly reports in accordance with standard processes and procedures.
* Assists with Manufacturing Record Book compilation for offsite and/or subcontract supplier scope assignments.
* May handle confidential or sensitive information or issues.
* Maintains efficient paper and electronic filing systems and ensures quick retrieval of requested documents.
* Keeps well-informed of latest trends and technology related to Document Control functions.
* Ensures accurate and timely communication to involved parties.
* Other duties as assigned by Manager

* Professional diploma in the discipline or equivalent work experience required.
* The ideal candidate should have 3 + years of working experience in document control. Minimum of 2 years of office environment experience.
* At least 3 years of experience with the following: Records/Document Management Principles; Microsoft Office 2007 or newer; Acrobat Adobe; Electronic Document Management System (EDMS); SharePoint
* Intermediate knowledge of OpenText or Livelink EDMS systems preferred.
* Intermediate knowledge of SAP preferred.
* Broad knowledge of departmental function, terminology, and interrelationships.
* Advanced understanding of standard Document Control policies and procedures.
* Ability to evaluate and resolve problems quickly and independently.
* Strong interpersonal skills for inter-departmental and customer interaction.
* Advanced verbal and written communication skills in English, with strong vocabulary and grammatical skills with an eye for attention to detail.
* Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint & Access).
* Experience with mentoring junior level employees
* Must have the ability to handle many diverse tasks simultaneously and be able to work effectively with interruptions.
* Demonstrated ability to handle confidential or sensitive information or issues.

Our role in supporting diversity and inclusion
As an international workforce business, we are committed to sourcing personnel that reflects the diversity and values of our client base but also that of Orion Group. We welcome the wide range of experiences and viewpoints that potential workers bring to our business and our clients, including those based on nationality, gender, culture, educational and professional backgrounds, race, ethnicity, sexual orientation, gender identity and expression, disability, and age differences, job classification and religion. In our inclusive workplace, regardless of your employment status as staff or contract, everyone is assured the right of equitable, fair and respectful treatment.