Location
Aberdeen | United Kingdom
Job description
Document Controller
Our client is looking for a Document Controller for a 12 month contract position, located in Aberdeen.
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FULL DESCRIPTION
Our client is looking for a Document Controller for a 12 month contract position, located in Aberdeen.
RESPONSIBILITIES
Accountabilities
- Implement, develop and define procedures and specifications to ensure IM best practice is implemented throughout project lifecycle.
- Manage project information throughout entire lifecycle from creation to final version / destruction.
- Manage relationships with project, business areas and stakeholders and liaise with business teams in defining, capturing and managing project deliverables.
- Deliver project document control following project procedures for internal/external technical documents and project correspondence.
- Maintain company’s electronic document management systems (EDMS)
Responsibilities
- Deliver document control following company procedures for internal/external documentation.
- Issue and receive documents and drawings in a controlled manner and within agreed time-scales, using company’s EDMS
- Quality check of document deliverables received from internal and external parties against IM Standards and Specifications.
- Processing of 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.
- Maintaining the life cycle of comment sheets within the company’s EDMS.
- Maintain integrity of the EDMS by following defined company procedures.
- Maintaining the electronic records, ensuring these reflect accurate attribute and current document status.
- 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.
- Preparation and maintenance of project-specific Document Distribution Matrices (DDMs), in accordance with project defined requirements.
- Liaise with 3rd Parties (contractors, suppliers, certifying authorities, Government bodies, etc.) regarding the capture and submission of documentation.
- 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.
- Scanning of documents and uploading of files if required 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.
- Send out relevant Policies & Procedures to Platform Supply Vessel (PSV) / Emergency Response and Rescue Vessel (ERRV) when on hire.
- Liaise with contractors and suppliers including attending kick off meetings.
- Participate in project kick off meetings providing a small presentation to personnel if required.
- Participate in Lessons Learned meetings.
- Supporting and assisting with any ad-hoc requests received from company and 3rd Parties.
- Preparation / compilation of document packages for issue to internal and 3rd Parties, as required.
- Prepare documentation for Invitation to Tender (ITT) data packs in preparation for contract award.
- Project/operations archiving to support turnover and closeout.
- 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.
- Implement, develop and define procedures and specifications to cover all aspects of the Document Control scope.
- 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.
- Providing assistance with documentation-related rationalisation projects.
- Assist in the implementation of new Document Control related processes and enhancements.
- Proactively promote and ensure Document Control processes and procedures are understood and are complied with by the users.
- Process Project Delivery Process (PDP) documentation.
- Ensure Intranet Project Site is set up as required.
- Manage controlled drawings as required.
- Process printing requests from all departments and liaise with External Printing Company.
- 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 Information Centre Team Leader identifying potential Document Control-related areas of concern and seek resolution in a timely manner.
- Execute day-to-day document control support to Decommissioning and Developments departments.
General
- Provide weekly progress / status updates.
- Attend and contribute to project specific meetings and IM team meetings.
- Work in a collaborative manner and, where required, support and assist other Information Centre team members.
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