Document Control Specialist Jobs

Document Control Manager

Overview

Review, process, handle, inspect and supervise the intake, issuance, management, filing and storage of company documents for commercial, industrial, petrochemical, or energy projects.

• Perform other tasks as assigned
• Prepare transmittal forms when distributing documents and maintain file of signed transmittal forms
• Assist and provide input to mechanical completion monitoring system to ensure completeness of individual engineering and construction steps
• Updating and maintaining document management systems and physical records
• Prepare various reports as needed (i.e. document review status) and provide input to progress report and time schedule
• Handle resource planning across the procedural documents team and assignment of work to ensure documents are processed in a timely manner
• Controlling the flow of documents in and out of the various contractors, vendors, or departments
• Maintaining the security of confidential documents
• Direct or coordinate the document distribution to ensure compliance with contractual requirements standard practice, or project needs.
• Checking and editing documents for accuracy and compliance
• Receiving as built documentation of construction contractor and integrate into overall filing structure
• Follow up of document review process regarding progress achievements and critical paths as applicable. Control and monitor deadlines to ensure schedule milestones
• Handling intake, scanning, verification, issuance and storing documents
• Follow all relevant company policies and procedures
• Work with a multi-disciplined team to organize, initiate and develop the work execution of Capital Projects
• Filing and archiving relevant documentation
• Designing templates for documents, file types, and document databases
• Manage a team of document control specialists.
• Ensuring the secure destruction and disposal of sensitive documents
• Retrieving files for other employees and contractors when needed
• Reporting errors or developments regarding document storage
• Training of other staff members on document control procedures
• Always present a professional image to clients and vendors and maintain a positive reputation of the company
• Develop and maintain a filing structure for all relevant project documents per discipline, contractor, or authorities
• Assisting employees with accessing documents through our document management system
• Assist QA/QC department in structuring and filing of QC document packages for handover
• Prepare and participate in audits related to project document control
• Assists other departments and other administrative personnel, as necessary.

Qualifications

Education, Experience, and/or Training

• Knowledgeable in the establishment and application of document management systems, processes, and software tools
• Minimum of 6 years, experience of EPC of mega projects and administration experience in the industry is required
• Bachelor's degree in business administration, library management or computer science is required
• Excellent technical and practical skills and able to consistently deliver quality, accurate and timely work

Knowledge, Skills, and Abilities

• Excellent verbal and written communications skills, including the ability to convey information and ideas to individuals and groups, and make presentations when required
• Ability to use personal computer software for word processing, spreadsheet, and database applications
• Ability to interact with team members and meet strict deadlines
• Able to identify issues, problems, and opportunities; make timely decisions; develop appropriate and innovative solutions; and ask for assistance if required
• Ability to use general authority to make decisions that affect departmental or technical operations
• A person of integrity who is trusted by others and consistently honors their commitments
• Provide attention to detail and ability to produce results
• Competent with applicable document management system, regulations, and procedures
• Excellent management skills including the ability to plan, set goals; and manage time, priorities, resources, accountabilities, schedules, and cost
• Able to work in a very fast pace, multi-billion mega projects environment while staying focused and prioritized
• Able to make tough decisions and lead and manage others in changing business conditions
• Strong verbal and written communication skills
• Ability to communicate effectively with a variety of individuals including employees, management, and other levels of company employees, on both a one-to-one basis as well as in small groups
• Excellent people management skills such as leadership, team, interpersonal, coaching, mentoring and supervisory skills. Must be able to build, motivate, develop, and manage an effective team
• Able to earn trust/respect and build relationships at all levels. Desires to grow with & support the organization's mission
• Ability to work in a fast pace, high stress environment

Eligibility Requirements

• Employment is contingent upon the successful completion of a background check, pre-employment physical and drug screen.

Security Clearance Requirements

• Transportation Workers Identification Credential (TWIC)

Software

• Procore experience is a must. Could be substituted if used equal document control software
• Proficiency in Microsoft Office, including Excel and Adobe Acrobat required.
• Experience with SharePoint required
• Experience with Blue Beam preferred Experience in SharePoint is required
• Experience with SAP required

Environmental

• Noise levels are typically moderate.
• Work is performed in the "field", requiring proper safety equipment
• Requires passing by industrial equipment on way to office.
• Work is performed within an office environment, including office equipment - such as computers, telephones, and copiers.

Work Schedule

• Monday - Friday between 8:00a.m. - 5:00p.m.
• Working at the office in Houston, Texas
• May work additional hours and days, including weekends and holidays as required.

Travel

• Travel in this position is not expected

Desired Skills and Experience
EPC of mega projects, Management skills, Transportation Workers Identification Credential (TWIC), Blue Beam, SharePoint, SAP, Procore
About Petroplan

Petroplan is the trusted, specialist global Talent Solutions partner of choice for employers and professionals in the Energy sector. Since 1976, Petroplan has been here to help people like you make the most of the opportunities available and find the best fit for you as an individual.

Over 10,000 placements in more than 55 countries for over 550 clients across 65 disciplines.

In an industry where skilled and experienced professionals are increasingly sought after resource, we appreciate the true value of what you have to offer. What's more, we understand that different things are important to different people in today's world of work - it's about making exactly the right connections for you as an individual.

Our reputation for contractor and candidate care, understanding what makes you tick, and finding you the best match is second-to-none. We understand the industry inside-out and seek to understand YOU and your motivations in the same way. We take the time to evaluate your individual strengths, understand the most important things to you, and establish exactly what you're looking for from your next role.