Document Control Specialist

2 weeks ago

Chester, Cheshire, United Kingdom KBR Full time

Overview

KBR is seeking a highly organized and detail-oriented Document Control Specialist to join our team. This role will play a vital part in ensuring the smooth operation of document management processes across various projects.

Responsibilities
  • Provide leadership and guidance to a team of Document Controllers, fostering a collaborative and efficient work environment.
  • Establish, maintain, and refine project-specific document control systems in alignment with company, client, and industry best practices.
  • Onboard all users of the Electronic Document Management System (EDMS), ensuring seamless integration across projects, clients, and supply chains.
  • Develop and implement comprehensive Document Control Plans, Policies, and procedures tailored to meet project requirements, promoting consistency in information management across the organization.
  • Oversee all aspects of document control, encompassing technical documents, drawings, and commercial correspondence. This includes meticulous inputting of data into standard registers (TIDP's), ensuring accuracy and up-to-date information.
  • Guarantee that authorized personnel, subcontractors, and suppliers receive controlled copies of the latest approved documents and drawings.
  • Maintain a secure and organized document control office, safeguarding documents from damage or deterioration while ensuring easy traceability.
  • Manage files and control logs according to project specifications (MIDP, Deliverables Schedule, Handover requirements).
  • Implement and adhere to standardized naming and numbering procedures for organizing, managing, and filing document receipts, distribution lists (RACI), project documents, and drawings.
  • Issue and receive controlled documentation, meticulously logging issues and receivers. Create electronic transmittals for projects, clients, and suppliers.
  • Archive, retrieve, and store documentation in accordance with company standards and policies.
  • Ensure all information adheres to specified company formats, templates, and standards.
  • Provide support to the document control team in tracking supplier deliverables throughout the project lifecycle, ensuring timely completion and handover.
  • Contribute to quality checks and audits of document databases, identifying and rectifying any discrepancies.
  • Promote adherence to the corporate content management system, ensuring business continuity.
  • Maintain team compliance with project document control and numbering procedures.
  • Serve as a central point of contact for all document management matters within the team.
  • Effectively communicate potential document management challenges to the project team, facilitating prompt resolution.
  • Offer practical assistance and initial training support to team members.
  • Organize and maintain hard copy document masters in designated project libraries or archives.
  • Provide leadership, performance evaluations, effective resource allocation, and direct supervision to Document Controllers.
  • Generate monthly reports for management, providing insights into document control performance.
  • Cultivate strong relationships with the Project team, actively seeking feedback on performance and service delivery, and responding effectively to their needs.

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