This position focuses on the accurate completion of the Document Control processes for each deliverable. Completing the generation of the turnover packages of the deliverables at project close-out. This position may support multiple noncomplex, major projects or an area of a more complex, megaproject. This is a project-centric position that follows detailed work instructions.
Job Description:
The Document Controls Specialist III is responsible for carrying out the DC processes to support the document control objectives. This is a project-centric role with the projects varying in size and scope.
Responsibilities/Expectations:
Excellent organizational, customer service, and time management skills, with a strong attention to detail, completeness, and accuracy.
Strong customer service skills with the ability to comply with company procedures.
Ability to work in a fast-paced environment with the ability to multi-task.
Verifies documents and deliverables conform to project contract requirements, project procedures and company policy.
Executes within the Document Management system the daily activities of respective technical areas.
Processing the latest version of a document (reviewed and/or ready for issuance) to ensure the latest approved revision of documents is available and used by project personnel.
Controls the issuance and release of documents including drawings, parts, specifications, etc. per company procedure.
Communicates with document originators and engineering personnel to resolve discrepancies and compile required changes to documents. Maintaining close relationships with the project team members ensuring support is available.
Works together with contractors and supplier counterpart(s) to train, guide and ensure document managements' objectives are met.
Carries out project close-out activities and ensures handover to business partners, ensuring the accuracy and quality of the final turnover.
Identify opportunities within document management to integrate effective workflow processes to aid the efficiency of the project team.
Trains others, both the internal project team members and external contractors or suppliers.
The capability to reprioritize as needed, when required.
Ability to travel up to 15% of the time.
Assist with other duties as assigned.
Education/Years of Experience:
- High School Diploma or GED
- Four (4) years' experience performing document control/management in the oil and gas industry, preferably with an owner/operator or an EPC (Engineering / Procurement / Construction) organization.
Preferred:
- Quality or Lean Management certification (e.g., ISO-9001, Six Sigma, PMP).
- Aconex Accreditation - Professional Level
Other Requirements:
- Proficiency in Microsoft Office applications (Word, Excel, Teams, and Outlook as a minimum) with other PC skills.
- In-depth experience with engineering documentation and procedural materials for internal company use.
- Audits the contractors and/or suppliers' document management activities within Aconex to ensure adherence to the projects document control procedures.
- As part of the process, audit our vendors' document management submittals, ensuring adherence to the projects document control procedures.
- Has a knowledge of Oracle's Aconex Document Management System (Modules / Tasks, Documents, Mail, Packages, Tenders, Workflows, Directory and Set-up) supporting the Document Control processes associated within a project, ensuring the data integrity of the Aconex system.
Preferred:
- Demonstrates an eye for business due to exposure to business-related activities, e.g., accounting, financing, purchasing, contracts.
- Experience working in regulated environment regarding PHMSA, FERC, DOT, BSEE, PSM, etc.