Project Document Control 1

Job Purpose

Reports to Document Control Manager in the North America Subsea Projects Services department

Job Description

• Ensures that project documentation is properly recorded, cataloged and controlled in the EDMS system and Sharepoint/Network folders in accordance with the Projects Document Management plan. • Creates customer records as required and prepare documents for transmittal to client according to project specific procedures • Maintaining information in project Electronic Document Management System (EDMS) • Create and maintain document numbers including client and supplier’s numbers. • Generate reports that could include: Late Reports, Status Reports, Open Reports and others as required, and addresses identified problems. • Follow document control procedure in transmitting and receiving documents. • Generate and maintain MDR for client and project team use. • Serves as a main point of contact for Project team on information management and documentation in projects • Analyzes & Controls all technical documentation related to department and project activities within contractual requirements and Company procedures (including confidentiality) • Ensures contractual requirements related to document numbering, filing and hand over are implemented on the project including confidentiality requirement as per the TechnipFMC procedures • Handles and registers all outgoing and incoming transmittals according to project document control procedure • Performs documentation planning, in cooperation with project management team and project engineering management as appropriate. Performs follow up activities as necessary to produce revised plan • Participates in meetings, as required • Defines the distribution matrix in coordina

Main Tasks

• Generate and maintain MDR for client and project team use.
• Analyzes & Controls all technical documentation related to department and project activities within contractual requirements and Company procedures (including confidentiality)
• Handles and registers all outgoing and incoming transmittals according to project document control procedure
• Reviews document and transmittal quality according to check list for document control
• Applying thorough level of understanding of the organization, programs, and procedures related to the work of the department and/or team.
• Suggests improvements to increase efficiency and improve communication of departmental and functional information.
• Receives general instructions for routine projects and detailed instructions for more complex projects. 
• Most assignments are completed using standard processes and procedures but may adapt techniques or processes to complete assignment.
• Probable errors are usually detected in succeeding operations and are generally confined to a single department or phase of company activity. 
• Frequent internal contacts within and outside of department to furnish and obtain information. 
• Answer’s inquiries and responds to correspondence from inside and outside the company
• Completes transmissions of assigned Project monthly reports in accordance with standard processes and procedures.
• May handle confidential or sensitive information or issues.
• Keeps well-informed of latest trends and technology related to Document Control functions. 
• Identifies and suggests ways to improve the efficiency and effectiveness of the department.
• Ensures accurate and timely communication to involved parties.

You are meant for this job if:

• High school diploma or GED required. • Professional diploma in the discipline or equivalent work experience required. • The ideal candidate should have a minimum 8 years of working experience in document control. Minimum of 5 years of office environment experience. • At least 5 years of experience with the following: Records/Document Management Principles; Microsoft Office 2007 or newer; Acrobat Adobe; Electronic Document Management System (EDMS); SharePoint • Intermediate knowledge of Proarc, OpenText or Livelink EDMS systems preferred. • Broad knowledge of departmental function, terminology, and interrelationships. • Advanced understanding of standard Document Control policies and procedures. • Ability to evaluate and resolve problems quickly and independently. • Strong interpersonal skills for inter-departmental and customer interaction. • Advanced verbal and written communication skills in English, with strong vocabulary and grammatical skills with an eye for attention to detail. • Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint & Access). • Experience with mentoring junior level employees • Must have the ability to handle many diverse tasks simultaneously and be able to work effectively with interruptions. • Demonstrated ability to handle confidential or sensitive information or issues.