We are an independent Oil & Gas engineering company based in Aberdeen with international ambitions. The company has recently appointed into several key positions and we are about to take the next step on our growth path. This year is an exciting time to join the company.
We specialise in Brownfield modifications, engineering, design, procurement, installation and commissioning both onshore and offshore – providing original thinking and technical excellence. We operate with agility and have invested in large company diligence demonstrated through our various accreditations and certifications.
We have a team of exceptional multi-disciplined engineers, designers, technicians and business people.
The nature of the role
The Document Controller is responsible for supporting all aspects of document control within project, ensuring systems, processes and reporting requirements for both internal and external clients are met by adherence to Katoni procedures.
This role would suit someone ready to hit the ground running, with role relevant experience and the motivation to pro-actively engage and collaborate with colleagues and other departments ensuring the correct guidance, support and compliance are in place to fulfil the specific work scope.
This role sits within the Project Support team, reporting to the Document Control Lead.
Key Responsibilities (not limited to)
- Deliver all aspects of the document control function, ensuring requests and queries are prioritised, processed and closed out in a timely and satisfactory manner, and that a professional and quality Document Control service is provided to the Business.
- Processing of Engineering (Design and Vendor) documentation including the registration, issue / distribution / transmittal, tracking and retrieval of documents received and issued to and from company and third parties.
- Ensure all documentation is accurately recorded in EDMS and shared drives, in accordance with the Katoni Document Control procedures.
- Document Number, Revision Coding / Revision Status allocation and allocation of document numbering in accordance with the Katoni Document Numbering Procedure.
- Deliver document control requests coming from the business including document numbering, tag numbering, document retrieval, searching etc.
- Carrying out quality and compliance checks on project information and documentation.
- Ensuring all project distribution matrices remain current and up to date.
- Maintenance of records/trackers, ensuring these reflect accurate information and current document status.
- Participate in presenting Document Control processes and systems at the “kick off” of new projects and to new employees.
- Responsible to follow-up and ensure timely closure of the documents and drawings as per project MDR and schedule.
- Supports tendering, projects, and procurement in Document Control activities.
- Monitoring and reporting of document status by the use of EDMS reporting tools.
- Preparation / compilation of ad-hoc technical document packages for issue to clients and third parties, as required.
- Receipt and processing of As-Built workpacks, returned from offshore.
- Assist in Project Admin, Project Close- Out and Hand Over activities.
- To assist the Document Control Lead and Senior Document Controller in maintaining a consistent controlled approach to Document Control processes.
- Proactively promote and ensure Document Control processes and procedures are understood and are complied with by users.
- Act as a focal point for client and vendor Document Control, establishing and maintaining good working relationships, and representing Katoni in a professional and positive manner.
- Working in accordance Company procedures and guidelines.
- Any other reasonable duties as specified by Document Control Lead and Senior Document Controller.
Person specification (all necessary)
- High level of accuracy and attention to detail, with accurate inputting skills.
- Good organisation/administration skills.
- Good verbal and written communication skills.
- Customer focused attitude.
- Self-starter able to carry out tasks with minimal supervision, while flexible to support wider team activities.
- Pro-active planning and organising skills, able to identify and effectively prioritise workload and successfully meet multiple, often competing deadlines.
- Flexible to adapt to changing priorities within a fast-paced EPC business.
- Committed to continuous improvement and identification of efficient work methods and processes.
Qualities and experience (desirable)
- Previous Document Control experience essential, preferably in an EPC or Vendor environment.
- Technical Document Control experience.
- Experienced in Oil and Gas industry, with good knowledge about the typical engineering phases and documentation requirements.
- Understanding of Document Numbering /Revision Control coding and indexing requirements re Design and Vendor documentation, including document lifecycles.
- Experience in working with Electronic Document Management Systems.
- Competent in use of Microsoft Office packages.
- Experienced in working in compliance with departmental and project procedures.
