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Document Controller / Aberdeen

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Added:2022-10-02
Location: Aberdeen
Salary:
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The Oil & Gas Operator client is seeking an experienced Document Controller to assist them for an initial period of 12 months.

Candidates should ideally be based in the Aberdeen/Aberdeenshire area and already hold a valid right to work in the UK.

Responsibilities:
* 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)
* 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 company 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 Intranet Project Site is set up as required.
* Manage controlled drawings as required.
* Process printing requests from all departments and liaise with External Printing Company.
* Deliver all aspects of the document control function ensuring requests and queries are prioritized. Ensuring these are processed and closed out in a timely manner, and that a professional / quality Document Control service is provided to the Business.
* Communicate and provide regular status updates to the Information Centre Team Leader identifying potential Document Control-related areas of concern and seek resolution in a timely manner.
* Execute day-to-day document control support to Decommissioning and Developments departments

Experience & Qualifications:
* Coordination of day-to-day activities.
* Work in a collaborative manner with all internal and external interfaces.
* Provide weekly progress / status updates.
* Attend and contribute to project and team meetings.
* Keep your Outlook calendar up-to-date and public.
* Ensure familiarity with company's intranet page, company and SHE policies and procedures.
* Take personal responsibility for you and your colleague's safety and intervene where required.
* Report all accidents, incidents and near misses in accordance with company procedures.
* Review team annual leave plans before submitting requests - ensure adequate cover for your role.
* Provide Document Control support to other projects, including the provision of holiday/sickness cover, as required.
* Set a good example - be hardworking, honest, fair, reliable and responsive.
* Maintain good communication with the business and manage their expectations appropriately.
* Continuously look for opportunities to improve the service you provide.
* Read and apply IS policies. Ask for clarification when required. Escalate deviations.
* Work to reduce number of Incidents or time to resolve.
* Has an effective and appropriate level of written and oral communication skills. Has the ability to liaise / interface with people at all levels.
* Has a positive and flexible attitude and demonstrates commitment in the delivery of an efficient and quality service to the project.
* Experience working within the oil and gas industry in a Document Control environment. Preferred: demonstrable working knowledge of DCC.
* EDMS experience, preferably with knowledge of Documentum / Webtop / McLaren.
* Experienced in working in compliance with departmental and project procedures.
* Experience with Document Numbering / Revision Control coding and indexing requirements re Design and Supplier documentation, including document lifecycles.
* Meticulous attention to detail with accurate inputting skills.
* Has a systematic and disciplined approach to work and is able to plan, schedule and monitor own work within a limited and / or defined timeline.
* Ability to complete tasks as directed by supervisor, meeting tight time-scales when required, especially in the lead up to a campaign mobilisation.
* Is able to adopt a proactive and coordinated approach in identifying anomalies, areas of concern and resolving problems in a timely and effective manner
* Capable of working on own initiative after short period of training.
* Works in a collaborative manner, must be a team player.
* Educated to minimum of Higher Grade level
* CPD training in Document Control e.g. RGU Document Control Foundation

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