Document Controller

2 weeks ago

Houston Texas, United States NES Fircroft Remote Work Freelance Full time
Functional Role Overview:

The Document Controller role is responsible for providing document management support to the project team. This role typically administers the project SharePoint site, ensures project documents and records are properly named and stored, and displaced to the system of record through project closeout.

Core Functions:

• Develop, maintain and execute Information Management Plan
• Partner with the U.S. SharePoint Administrator to develop project-specific SharePoint site, as well as identify and establish security and access to information, as per the work scope of the project execution plan, for participating contractors and internal service groups
• Review the Contractor Document Control Requirements, and revise to reflect the project's contract(s).
• Develop transmittal log, distribution matrix and master document register, as required
• Management of setup, monitoring and coordination of field document processes
• Set up locations, data repositories, metadata and security settings for hardcopy project files
• Track document submissions, revisions, approvals and distribution
• Management of document naming and numbering in accordance with requirements
• Control sensitive and restricted information, including regulated information
• Distribute documents in accordance with the document distribution matrix
• Use the master document register to track information deliverables and monitor for missing information
• File information in accordance with the document control and records management requirements
• Identify and track revisions of standards, specifications, processes and supporting documents applicable to the project in the project-specific SharePoint site
• Track receipt of records and report the status of records (i.e., received, not received) to Management
• Work with the Project Manager, Engineer, Field Clerks and/or Contractors to resolve discrepancies between the master document register, the deliverable lists and what has been received
• Support Project Turnover Memorandum process
• Remove electronic transitory information where applicable
• Responsible for all documentation related project closeout activities for the project
• Support and maintain records in project deliverable tracking tools, as required
• Other project tasks as required

Qualifications:

• High school diploma or equivalent required
• Preferred experience with working on a document control team for a small repeatable project to a large complex project, project startup/setup, compilation of data books, handover, project closeout and archiving, preparing project specific Master Document Registers, procedures, instructions and forms, processing engineering and supplier documentation, document control software
• Good communication skills
• Speaks and writes clearly and informatively; listens and obtains clarification when necessary
• Good knowledge of departmental function, terminology and interrelationships
• Good understanding of policies and procedures that apply to assignments
• Exhibits sound judgment and demonstrates a strong work ethic
• Follows instructions, responds to management direction and understands accountability
• Ability to multi-task and understands the concept of organization
• Must balance deadlines and multiple competing priorities; sets goals and objectives

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.

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