Senior Document Controller

5 months ago

Aberdeen, United Kingdom Team Recruitment Full time

We are recruiting a Senior Document Controller for our client in Aberdeen City Centre.

This is a full time, ongoing contract role.

Responsible for the provision of an onshore Document Control service to Decommissioning and Developments Projects, working in compliance with Company policies and procedures under the guidance of the Information Centre Team Leader.

Duties & Responsibilities to include:
Accountabilities
- Implement, develop and define procedures and specifications to ensure IM best practice is implemented throughout project lifecycle.
- Manage project information throughout entire lifecycle from creation to final version / destruction.
- Manage relationships with project, business areas and stakeholders and liaise with business teams in defining, capturing and managing project deliverables.
- Deliver project document control following project procedures for internal/external technical documents and project correspondence.
- Maintain company’s electronic document management systems (EDMS)

**Responsibilities**:

- Deliver document control following company procedures for internal/external documentation.
- Issue and receive documents and drawings in a controlled manner and within agreed time-scales, using company’s EDMS
- Quality check of document deliverables received from internal and external parties against IM Standards and Specifications.
- Processing of projects / operational documentation including Engineering, Supplier and Company documentation: registration, issue, distribution, transmittal, tracking, and retrieval of documents received and issued to and from company / 3rd Parties.
- Maintaining the life cycle of comment sheets within the company’s EDMS.
- Maintain integrity of the EDMS by following defined company procedures.
- Maintaining the electronic records, ensuring these reflect accurate attribute and current document status.
- Document Number, Revision Coding / Revision Status control and allocation.
- Allocation of engineering numbering in accordance with company procedures.
- Create and maintain internal Master Document Register (MDR) for use by the project/operations team.
- Preparation and maintenance of project-specific Document Distribution Matrices (DDMs), in accordance with project defined requirements.
- Liaise with 3rd Parties (contractors, suppliers, certifying authorities, Government bodies, etc.) regarding the capture and submission of documentation.
- Deliver document control requests received from operations and projects including document numbering, tag numbering, document retrieval, searching etc.
- Docloading (bulk loading) of records to EDMS.
- Scanning of documents and uploading of files if required to EDMS.
- Expediting of overdue Issued for Review / IDC and Issued for Acceptance documentation.
- Providing reporting for all projects (Late Reports, Weekly Document Issue Reports, etc.).
- Processing of Bridging documents and Emergency Response Plan (ERP), ensuring hard copies are placed in the Emergency Response Room.
- Send out relevant Policies & Procedures to Platform Supply Vessel (PSV) / Emergency Response and Rescue Vessel (ERRV) when on hire.
- Liaise with contractors and suppliers including attending kick off meetings.
- Participate in project kick off meetings providing a small presentation to personnel if required.
- Participate in Lessons Learned meetings.
- Supporting and assisting with any ad-hoc requests received from company and 3rd Parties.
- Preparation / compilation of document packages for issue to internal and 3rd Parties, as required.
- Prepare documentation for Invitation to Tender (ITT) data packs in preparation for contract award.
- Project/operations archiving to support turnover and closeout.
- Ensure Engineering archive documentation is captured and controlled in compliance with company procedures.
- Search and retrieval of information held within EDMS, including the recall of archive information held in offsite storage.
- Offsite storage requests and retrievals for the business (Physical Records Management).
- Comply with the Company Records Management procedure for Controlled and non-Controlled documents.
- Implement, develop and define procedures and specifications to cover all aspects of the Document Control scope.
- Providing assistance and training in the use of the Document Management Systems to the project teams.
- Provide training and support to project personnel in DC processes and search/use of EDMS.
- Provide DMS training or front-end searching guidance for any relevant internal / external parties ensuring that all are updated with any changes or enhancements.
- Providing assistance with documentation-related rationalisation projects.
- Assist in the implementation of new Document Control related processes and enhancements.
- Proactively promote and ensure Document Control processes and procedures are understood and are complied with by the users.
- Process Project Delivery Process (PDP) documentation.
- Ensure Int

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