Document Control Specialist
1 week ago
Job Summary
We are seeking a highly skilled Document Control Manager to oversee all aspects of document control for our project. The successful candidate will have experience managing a document control team and be proficient in the use of electronic document management systems.
Key Responsibilities
• Oversee all Project Document Controllers and provide functional support
• Set up, manage and maintain project document control systems in line with company, customer and project requirements
• Onboard all users of EDMS (Project, Client, Supply Chain)
• Develop and implement the Document Control Plan, Policies and systems in line with project requirements
• Ensure consistent approach to information is adopted across the business
• Coordinate all activities related to the document control procedure, including technical documents, drawings, and commercial correspondence
• Input document data into standard registers (TIDP's) ensuring that the information is accurate and up-to-date
• Maintain the documents and drawings in the document control office under safe custody without any damage or deterioration with easy traceability
• Maintain the files and control logs as required by the project (MIDP, Deliverables Schedule, Handover requirements)
• Organise, manage and file document receipts and distribution lists (using a RACI), project documents and drawings in conjunction with project and corporate naming and numbering procedure
• Issue and receive controlled documentation, log issues and receivers, and create general electronic transmittals to the project, customer and suppliers
• Archive, retrieve and store documentation adhering to company standards and policies
• Check that all information complies with specified company formats, templates and standards
• Assist the document control team with the issue, receipt and tracking of all supplier deliverables through to close out and handover stage
• Assist with quality checks and audits of document databases, identifying and correcting any anomalies
• Endorse the corporate content management system ensuring business system continuity is met
• Ensure team compliance with project document control and project document numbering procedures
• Act as focal point for all team document management matters
• Effectively communicate document management problem areas to the project team where necessary
• Provide practical help and first-line training support to team members
• Maintain and organise hard copy document masters in the satellite project library or archives
• Training, performance evaluation, effective resourcing and line management of document controllers
• Providing monthly reports to the management team regarding document control performance
• Maintain contacts within the Project team, seeking feedback on performance and on the service provision and responding effectively to it
• Working with Official and Official Sensitive documentation
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