Senior Document Control Coordinator

3 weeks ago

Edinburgh, United Kingdom OW Ocean Winds Full time

GENERAL DESCRIPTION


The Senior Document Control Coordinator will maintain the Project’s Electronic Document Management System (EDMS) Viewpoint and Business Collaborator and project Document procedures. The Senior Document Control Coordinator will be central to all the Project’s information and documentation activities and support management of documentation with key contractors and external parties. Senior Document Control Coordinator will support knowledge management both on the project and within the Document Control team.


MAIN ACCOUNTABILITIES


The Senior Document Control Coordinator will be responsible for:


  • Administering project procedures.
  • Conducting thorough Quality checks on Contractor documentation along with Master Document Register reviews
  • Coordination and use of Viewpoint and Business Collaborator.
  • Maintaining various key Project registers and Project trackers.
  • General administration of the EDMS on a day-to-day basis and addressing any discrepancies, errors, or new metadata code requirements.
  • Interacting with, advising, and assisting stakeholders (internal and external) on document control procedures and best practice.
  • Developing and managing document management policy, procedures, and guidelines both for the Project internally and externally (contractors and external parties).
  • Reporting and communication of Document Management system data/ information, including input and communications at Project meetings.
  • Instil best practice document control within the Project team.
  • Provide all internal and external Viewpoint and Business Collaborator training and guidance. Attending kick off meetings with new Contractors when necessary.
  • Archiving of any hardcopy Project Data and Safe contents.
  • There will also be a need to develop close working partnerships with the project team (covering data management, information, and knowledge).
  • There will be a high level of interaction with project staff at all levels.
  • Managing and coordinating the document control team.



REQUIRED ACADEMIC SKILLS


Scottish Standards Grade or Equivalent essential.


REQUIRED PROFESSIONAL EXPERIENCE


  • Minimum of 5 years in a Document Control based role.
  • Previous experience of having worked on a similar construction project would be highly desirable.
  • To be replaced with must have strong working knowledge of Microsoft Office Packages.
  • Demonstrable experience as a Line Manager, or coordinating a team.


RESOURCES MANAGEMENT


The Senior Document Controller will have a number of direct reports. They will oversee the daily activities of the team, ensuring consistency across projects, that work is well distributed, and that any challenges are escalated to the Head of Legal.


REQUIRED KNOWLEDGE


  • Experience of Viewpoint and Business Collaborator EDMS highly desirable.
  • A good understanding of Document Control principles and best practice.
  • Appreciation of document management issues in a dynamic Project setting would be advantageous.
  • Knowledge of Offshore Wind Farm construction also desirable.


SKILLS/ COMPETENCIES:


Results Oriented, Good Interpersonal and Communication Skills. Pro-active, collaborative, able to work under pressure and use own initiative.


LANGUAGES:


The project has an international team of employees, and the working language is English. Candidates need to be fluent in English both spoken and written. Other languages will be valued.


LOCATION/ MOBILITY:


This role will have a base location in Edinburgh, however, OW has a remote working policy which offers a mixture of office and home-based working. Occasional travel may also be required.


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