Document Controller

Job Purpose

Responsible for providing Document Control services to the Project Team/ Department.

Job Description

• Creates customer records and document numbers as required and prepare documents for transmittal to client according to project specific procedures
• Analyzes and controls all technical documentation related to department and project activities within contractual requirements and Company procedures (including confidentiality)
• Participates in the development, maintenance and improvement of departmental / projects document control work processes
• Handles and registers all outgoing and incoming transmittals according to project document control procedure
• Participates in meetings, as required
• Checks document and transmittal quality according to check list for document control
• Manages supplier documentation
• Collects information for reports

Reporting Lines and Interactions

Hierarchically reports to:  Document Control Manager

Operationally reports to:   Assigned Project Manager (s)

Directly supervises:  N/A

Key Interactions (Internally, Externally)

Project Teams, UKBU Depts, Planning, Client Document Controller, Supplier Document Controller, Spoolbase, Drawing Office

Main Accountabilities

• Undertake control of all documentation entering and leaving the Project, including registering, numbering, filing and distribution, using Electronic Document Management Systems (EDMS), to allow rapid and efficient retrieval of documentation
• Regular interface with Planning
• Produce the Project Master Document Register as and when required by the Project/Dept Manager
• Generate Reports as and when required by the Project/Dept Manager
• Provide assistance to Engineers in the use of Electronic Document Management System (EDMS)
• Responsible in conjunction with other Project members for the collation, formatting and issue of As-built dossiers
• Responsible for the control of the Project/Dept Specific DCC Mailbox
• Liaise with Drawing Office (DO) to ensure DCC receive latest version of all drawings new and revised

Main Accountabiliies (Cont.)

• Liaise with clients and subcontractors Document Controllers
• Liaise with external printing company for arrangement of photocopying for mobilisations and as-builts
• Archive Project Documentation in accordance with the TechnipFMC Archiving Procedure
• Provide assistance to new starts in conjunction with the DC starter pack
• Assist and support procedural and process maps development, maintenance and improvement as required
• Participate fully in Work Groups to constantly improve the Document Control Function
• Provide temporary cover as necessary for other Document Controllers during absences for holidays or sickness
• Remain flexible and adaptable to other tasks including additional hours due to mobilisations deadlines etc when required by the Document Control Manager and/or Project Manager

Qualifications

Nice to have:

• Relevant experience of ProArc
• Proficient user of Microsoft (MS) Office, Office 365 Word, Excel and PowerPoint and SharePoint
• Relevant secretarial or business administration qualification

Preferred:

• Document Control Foundation course

Typical Background and Experience Required

Must have:

• Good standard of education
• Good level of experience in a Document Control role
• Ability to convey and enforce Document Control services
• Relevant experience of Subsea Projects
• Competent in use of PC based application:  Windows, MS Office and Web portal tools and Adobe Acrobat
• Good understanding of Document Control applications, systems and processes

Typical Background and Experience Required (Cont.)

• Good organizational skills and attention to detail
• Good time management skills
•  Capable of working autonomously
• Attention to detail
• Good Interpersonal skills
• Ability to cope with periods of intense workload

Personal Qualities

• Be able to communicate effectively at all levels
• Be able to work under pressure
• Be able to work and contribute to a motivated and professional Document Control team
• Self-motivated and persistent
• Show proactivity
• Highly organised and attentive to detail
• Show willingness and ability to strive towards continuous improvement