Project Document Control

Job Purpose

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

Job Description

A Document Controller is required to complete work independently and resolve issues without direct supervision. This position ensures that project documentation is properly captured, cataloged and controlled using the applicable Document Control systems and processes.

• 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.

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:

• rofessional diploma in the discipline or equivalent work experience required.
• The ideal candidate should have 2 + years of working experience in document control. Minimum of 1 year of office environment experience.
• At least 1 year of experience with the following: Records/Document Management Principles; Microsoft Office 2007 or newer; Electronic Document Management System (EDMS); SharePoint
• Broad knowledge of departmental function, terminology and interrelationships. 
• Solid understanding of policies and procedures that apply to assignments. 
• Ability to evaluate and resolve problems 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).
• Must have the ability to handle many diverse tasks simultaneously and be able to work effectively with interruptions.
•  Demonstrated ability to handle confidentil or sensitive information or issues.
• Professional English required