Team Recruitment are currently looking for a Project Document controller for a 12 month contract in Aberdeen.
Responsible for the provision of an onshore Document Control service to Developments and Decommissioning Projects, working in compliance with Company policies and procedures under the guidance of the Project Document Control Lead
Duties & Responsibilities:
Accountabilities
Manage project information throughout entire lifecycle from creation to final version / destruction.
Deliver project document control following project procedures for internal/external technical documents and project correspondence.
Maintain company’s electronic document management systems (EDMS)
Responsiblities
* Deliver document control following company procedures for internal/external documentation.
* Issue and receive documents and drawings in a controlled manner and within agreed timescales, using company’s EDMS
* Quality check of document deliverables received from internal and external parties against IM Standards and Specifications.
* Process projects / operational 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.
* Maintain integrity of the EDMS by following defined company procedures.
* Maintain the electronic records, ensuring these reflect accurate attribute and current document status.
* Ensure full understanding of document number, revision coding / revision status control and allocation.
* Allocation of engineering numbering in accordance with company procedures.
* Create and maintain internal Master Document Register (MDR) for use by the project/operations team.
* Deliver document control requests received from operations and projects including document numbering, tag numbering, document retrieval, searching etc.
* Docloading (bulk loading) of records to EDMS.
* Expediting of overdue Issued for Review / IDC and Issued for Acceptance documentation.
* Providing reporting for all projects (Late Reports, Weekly Document Issue Reports, etc.).
* Processing of Bridging documents and Emergency Response Plan (ERP), ensuring hard copies are placed in the Emergency Response Room.
* Preparation / compilation of document packages for issue to internal and 3rd Parties, as required.
* Ensure Engineering archive documentation is captured and controlled in compliance with company procedures.
* Search and retrieval of information held within EDMS, including the recall of archive information held in offsite storage.
* Offsite storage requests and retrievals for the business (Physical Records Management).
* Comply with the Company Records Management procedure for Controlled and non-Controlled documents.
* Providing assistance and training in the use of the Document Management Systems to the project teams.
* Provide training and support to project personnel in DC processes and search/use of EDMS.
* Provide DMS training or front-end searching guidance for any relevant internal / external parties ensuring that all are updated with any changes or enhancements..
* 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.
* Communicate and provide regular status updates to the Senior Document Controller and Project Document Control Lead identifying potential Document Control-related areas of concern and seek resolution in a timely manner.
Person Specification
- Show initiative on taking on added responsibilities
- Have a positive, adaptable and cooperative attitude.
- Be comfortable in a fast-paced environment.
- Work in a collaborative manner with all internal and external interfaces.
- Provide weekly progress / status updates.
- Ensure familiarity with company’s intranet page, company and SHE policies and procedures.
- Take personal responsibility for you and your colleague’s safety and intervene where required.
- Provide Document Control support to other projects, including the provision of holiday/sickness cover, as required.
- Maintain good communication with the business and manage their expectations appropriately.
- Read and apply IM policies. Ask for clarification when required. Escalate deviations.
Job Function Skills
Essential
* Has an effective and appropriate level of written and oral communication skills. Has the ability to liaise / interface with people at all levels.
* Experience working within the oil and gas industry in a Senior Document Control environment. Preferred: demonstrable working knowledge of DCC.
* EDMS experience, preferably with knowledge of Documentum / Webtop / McLaren.
* Experience with Document Numbering / Revision Control coding and indexing requirements re Design and Supplier documentation, including document lifecycles.
* Meticulous attention to detail with accurate inputting skills.
* Is able to adopt a proactive and coordinated approach in identifying anomalies, areas of concern and resolving problems in a timely and effective manner
Education & Qualifications
Educated to a Higher Grade level
Other Skills
MS Office computer literacy.
Experience in a similar role