We have a current opportunity for a Document Controller on a permanent basis. The position will be based in East Kilbride with a leading offshore design and construction company.
Hybrid working is available with a minimum of 3 days per week in the office.
Document Controller
Reports to: Senior Document Controller
Responsible for: Ensuring that all Documentation pertaining to particular contracts is handled, stored and
distributed per the individual requirements of the project.
Job Purpose: Providing a service to a Project Team in order that Project Managers and Project
Engineers can concentrate on deliverables to the client.
Job Role
* Issuing and receiving of controlled documentation and creation of general electronic transmittals to the Project, Client and Suppliers.
* Management of technical documents during the Basic Engineering phase, including management of the document register, receipt and transmittal of documents, and follow-up of comments on documents.
* Archiving, retrieval and storage of documentation adhering to company standards and policies.
* Assisting the Document Control team with the issue, receipt and tracking of all engineering and supplier deliverables through to close out and handover stage.
* Assist with the Development and Implementation of all necessary Procedures to ensure that Document Management is carried out at optimum effectiveness.
* Filing of project documents and drawings in conjunction with project and corporate naming and numbering procedure.
* All information created, reviewed and published aligns with the classification scheme and company retention and disposal guidelines.
* Assisting Supervisor with quality checks and audits of IFS, identifying and correcting any anomalies.
* IFS administration: for example permissions and security settings, new projects, user accounts, templates etc.
* Training, direction and support to project and third-party users on the use of Document Management Systems and Information Management protocols.
* Establish an archive of pre-project documents, (preliminary, conceptual and pre-project studies).
* Administration of all Engineering, final deliverables and closeout reports, together with the appropriate archive system.
* Develop and manage the Project Documentation, including the procedures, statistics and appropriate archiving such that all relevant documentation produced during the project life can be readily and efficiently recorded, distributed, tracked and retrieved at all times.
* The awareness of all necessary procedures to ensure that Document Management is carried out at optimum effectiveness.
* General document control activities such as photocopying, scanning, and quality checking of metadata and documents.
* Data entry into content management system ensuring data validation and revision control.
* Undertaking any other duties that may be required from time to time.
Capabilities/Competencies
* Proficient in the issuance, receipt, and tracking of controlled documentation.
* Experience in managing technical documents throughout the Basic Engineering phase.
* Knowledge of document registers, transmittal procedures, and comment follow-up.
* Adherence to company standards and policies for archiving, retrieval, and storage of documentation.
* Ensuring information aligns with the classification scheme and company retention guidelines.
* Ability to develop and implement procedures for optimal document management effectiveness.
* Involvement in the creation and maintenance of project and corporate naming and numbering procedures.
* Conducting quality checks and audits of IFS, identifying and correcting anomalies.
* Attention to detail in general document control activities, including metadata and document quality checking.
* Administration of IFS, including permissions, security settings, new projects, user accounts, and templates.
* Competence in data entry into content management systems with a focus on data validation and revision control.
* Providing training, direction, and support to project and third-party users on Document Management Systems.
* Awareness of and commitment to ongoing training to stay updated on system changes and improvements.
* Establishing an archive of pre-project documents and managing final deliverables and closeout reports.
* Developing and managing project documentation, procedures, and statistics for efficient recording, distribution, tracking, and retrieval.
Essential Professional Qualities
* HNC/HND in applicable subject
* Previous experience as a Junior Document Controller or in Project Administration
* Experience in project administration for the engineering industry
* Computer literacy requires knowledge of document management systems
* IFS System 2004/7.5 or other ERP System is desirable
Essential Personal Qualities
* Excellent written and verbal communicator at all levels
* Comfortable learning a team and taking responsibility for own and others' work
* Prepared to work both independently and as part of a team
* Accurate worker with good attention to detail
* Able to deputise for superiors when required
* Ability to work on their initiative
* Self-motivated individuals who can demonstrate commitment to the tasks entrusted to them
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