#117622

Document Controller

Location:
Ingleside, Texas 78362-5100
Job Terms:
Temporary
posted by:
Christine Stevens
Date:
05/04/2017

Job Description:

Senior/Site Lead Document Control Job Description 

Operational Excellence 
• Maintain an open door communication rapport for Team 
• Promote a professional and customer service oriented atmosphere 
• Ensure team promotes a professional and customer service oriented atmosphere 
• Establish team building rapport with internal and external recipients to ascertain a successful working relationship 
• Seek and provide subject matter expertise to promote excellence within the Document Control department 
• Participate in the growth and success of the Functional Document Control department through active participation, feedback, suggestions and constructive discussions within the team 
• Comply and promote compliance with Company and Project specific procedures/processes to ensure success 

Job Description: 
• Manage all Project official documentation (includes engineering/technical, correspondence, project management - commercial, legal) generated by COMPANY and CONTRACTOR to be stored in the Document Management System. 
• Manage transmittal of information between COMPANY and CONTRACTOR. 
• Classify and record Project documentation 
• Implement, update and manage COMPANY Document Control processes, procedures, and specifications to ensure accurate records of all Project official documentation generated by the COMPANY, the CONTRACTOR or its vendors. 
• Coordinate and work with other similar skilled Project Document Controllers across continents to ensure consistency of training, process, and enforcement of document control procedures. 
• Coordinate and prioritize work for less skilled Project Document Controllers to ensure consistency of training, process, and enforcement of document control procedures. 
• Travel may be required 

Primary Job Duties and Responsibilities: 
• Review Project specific contracts, policy, procedures and processes to ensure Document Control procedures/processes comply 
• Gain knowledge of formal requirements for the Project’s successful development pertaining to information 
• Monitor Project Document Control workload and make adjustments as necessary to ensure Project timeline is maintained of documentation processing; utilize the Document Control department resources if necessary to ensure compliance 
• Attend and participate in Project meetings as required 
• Participate in Project Document Control audits as required 
• Evaluate, manage and comply with COMPANY Document Control processes, procedures, and specifications to ensure accurate records of all Project official documentation generated by the COMPANY, the CONTRACTOR or its vendors; suggest improvements for evaluation where applicable. 
• Perform quality control checks to ensure compliant documentation according to non-technical procedural processes; seek assistance if questionable 
• Accurately and constantly maintain the metadata of project documents, such as, but not limited to; number, title, revision, status, etc. in accordance to Project specifications 
• Manage all Project official documentation (includes engineering/technical, correspondence, project management - commercial, legal) generated by COMPANY and CONTRACTOR to be stored in the Document Management System 
• Add/update documents to Major Capitol Project (MCP) Document Management System 
• Maintain accurate file structure for all project documentation 
• Manage and collect documentation in the progression of the Project Phases with regard to completeness and accuracy 
• Manage transmittal of information between COMPANY and CONTRACTOR to expedite information flow 
• Receive and send all documents between the MCP and other organizations, making appropriate database / log entries for tracking purposes 
• Provision of accurate and up to date document review, receipt and issue information to MCP team members 
• Classify and record Project documentation 
• Develop and maintain project forms where applicable 
• Add/update documents to Major Capitol Project (MCP) Document Management System 
• Receive and send all documents between the MCP and other organizations, making appropriate database / log entries for tracking purposes 
• Expedite and track status of all documents reviewed internally by the Project. 
• Coordinating Supplier and Contractor compliance with MCP procedures in the management of project documents, their metadata, and transfer 
• Provision of accurate and up to date document review, receipt and issue information to MCP team members 
• Provide technical support and assistance for the electronic document management system (Provide technical guidance to MCP for the administration of project files) 
• Determine, develop, and deliver training as required to assure that all project staff have a clear understanding of the policies and procedures related to access and review of documents 

Training, support, process development and global deployment 
• Train additional Project Document Controllers 
• Provide technical support and assistance for the electronic document management system (Provide technical guidance to MCP for the administration of project files) 
• Determine, develop, and deliver training as required to assure that all project staff have a clear understanding of the policies, procedures and software related to access and review documents 
• Provide technical assistance with the import of data from corporate, vendor, partner and other sources

Supervision and coordination with ALL Project Document Control (site and Houston) 
• Provide necessary training to Document Control department personnel to ensure understanding for compliance to Project contract restrictions 
• Organize team meetings for department communication, training, team growth, etc 
• Coordinate and work with other Project Document Controllers across locations to ensure consistency of training, process, and enforcement of Document Control procedures 
• Coordinate Supplier and Contractor compliance with MCP procedures in the management of project documents, their metadata, and transfer 
• Provide feedback regarding work progress with subordinate(s) to the management or Functional Document Control Team Lead where applicable 

Job Qualifications: 
• Six to ten years previous Document Control experience including supervisory experience is a must, leadership role preferred 
• Must have a minimum of 4 years administering and using an electronic document management system 
• Must possess leadership skills 
• Must have a methodical and well organized approach to the work environment 
• Must have excellent interpersonal and communication skills and be able to interface with colleagues at all levels 
• Must have experience with working in an integrated team environment 
• Must be able to deal with short time frames and handle multiple competing priorities 
• Must possess a can do attitude & will do actions 
• Must be computer literate – including: 
• Having a working vocabulary of computer and information system components 
• Understanding fundamental principles of computer processing 
• Having a perspective for how non-technical people interact with technical people 
• Good Working Knowledge in Microsoft Windows environment using the following: 
• Microsoft Word 
• Microsoft Excel 
• Microsoft Outlook 
• Microsoft Access or other database tool, including definition of filters, searching, the use of wildcards, and creation of reports