Document Control Specialist
1 week ago
Job Summary
We are seeking a skilled Document Control Specialist to join our team at KBR. As a key member of our project team, you will be responsible for overseeing all project document controllers and providing functional support.
Key Responsibilities
- 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.
Requirements
- Educated to NVQ level or equivalent.
- Experience of managing a document control team.
- Knowledge in use of spreadsheets, database, word processing, and selected job-specific software.
- Experience setting up and using electronic document management systems.
- Ability to keep clear and accurate records and reports.
- Ability to use computer and rapidly input data and retrieve records and information.
- Experience of using SL systems Icepac & Cimage (not essential – training offered).
- High level of accuracy/attention to detail.
- Ability to prioritise and organise workload, whilst following process and procedure.
- Ability to meet deadlines without compromising on quality.
- Ability to work independently or as part of a team and build strong working relationships with people at all levels.
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