Document Control Specialist

2 weeks ago

Covington, United States Pelican Energy Consultants Full time
Job DescriptionJob Description

Essential Functions Statement(s)

• Follow Document Control departmental, company and project procedures.

• Assist in development, testing, training and implementation of document control standards and guidelines to support the company’s data management needs.

• Provides direction and clarification of the document management processes.

• Executes the document control procedures to ensure team is adhering to company standards, the document numbering schemes, and accurate document preparation.

• Performs quality control checks for all project related documents prior to their transmittal to ensure documentation is in accordance with project document control procedures. Such checks include, but are not limited to; correct numbering, revisions, title, status, stamp, seals, format, and legibility.

• Advises users as they correct inaccurate and/or missing data.

• Verify revision sequence which includes receipt of client comments before next issue.

• Verifies signatures in sign-off block on documents prior to transmittal release.

• Maintain project contact lists & distribution matrices.

• Prepares transmittals for project documents and deliverables utilizing project distribution matrix.

• Maintains documentation flow by distributing incoming and outgoing data per project distribution matrix.

• Tracks document approvals

• Assist in reporting completeness and accuracy of documentation.

• Maintains integrity of project databases, project libraries/folders, and Master Document Registers (MDR)

• Ensures that job files are up-to-date, labeled and secure.

• Creates, distributes, logs and tracks Supplier Data Review and Approval Routers (SDR)

• Assists with archiving of project records in accordance with Retention Policy/Schedules

• Attend meetings as required/requested (business process, department, project, client meetings, etc.)

• Provides technical assistance with the import or export of data; including but not limited to FTP, SharePoint, Aconex support.


POSITION QUALIFICATIONS

Competency Statement(s)

• Accountability - Ability to accept responsibility and account for his/her actions.

• Accuracy - Ability to perform work accurately and thoroughly.

• Communication, Oral - Ability to communicate effectively with others using the spoken word.

• Communication, Written - Ability to communicate in writing clearly and concisely.

• Customer Oriented - Ability to take care of the customers’ needs while following company procedures.

• Detail Oriented - Ability to pay attention to the minute details of a project or task.

• Reliability - The trait of being dependable and trustworthy.

• Responsible - Ability to be held accountable or answerable for one’s conduct.

• Time Management - Ability to utilize the available time to organize and complete work within given deadlines.


SKILLS & ABILITIES

Education: High School Graduate or General Education Degree (GED): Required

Experience: 5+ years related data management experience

Computer Skills: Microsoft Office, Windows 7, Internet, Adobe

Certifications & Licenses:

Other Requirements:

• Proven experience as self-starter on small projects as well as team player on large projects.

• Engineering and/or Oil & Gas background preferred.

• Knowledge of the processes, practices and tools of data management disciplines: demonstrate familiarity of information, management principles and practices including policy and standards, information retention, electronic document management, active and inactive records management, meta data tagging.

• Able to recognize document content and apply applicable document control numbers or log accordingly.

• Solid understanding of electronic document management systems

• Experience with document scanning into various file types, E-mail, Internet, and Network applications

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