Document Controller; SURF, GEP, ORF

About the job Document Controller (SURF, GEP, ORF) (Third Party Contractor)

Role

Purpose:

Support a comprehensive administrative need of the SURF, GEP, and ORF Team. Manage documentation and document control system for the SURF, GEP, and ORF Team, including uploading/downloading, segregating, tracking, and updating documents accordingly to established procedures or standards.

Responsibilities include but are not limited to the following:

• Ensure document management accordingly to established procedures or standards (document numbering, formats, issuance, review, dispatch, recording & archiving)
• Ensure any creation or changes of document are requested by approved request form with clear information, and for obsolete documents is archived on specific folder
• Generate the document template, manage all workflow documents and timing in system
• Data entry and maintain the documents to keep updated in the master data list
• Ensure document approved, published, and for any comment from reviewer/approver is delivered to document creator
• Manage department library/storage (hard/soft file) to ensure that all electronic and hard copy filing is accurate and is easily retrievable
• Support and control for both internal and external documents (letters, procedure, etc) and correspondences to ensure smooth and clear information to the respective parties, including confidential information
• Independently handle internal and external correspondence and adhere to record retention policies and procedures
• Support and organize internal and external events i.e. meetings, workshop, communication sessions, etc. to ensure preparation and smoothness of these events
• Manage department webpage updated and accessible
• Identifying different types of documents such as specifications, engineering drawings, procedures, calculations and report
• Applying procedures for distribution, filing, collect comments, and coordination of information flow to Project & Engineering documents for assigned project
• Expedites documents related activities by Contractors and Internal SURF, GEP, and ORF Team
• Receive, check, accurately record and distribute all project drawings and documentation in an efficient manner
• Ensure timely issuance & distribution of all the drawings/documents with correct revisions to all parties as detailed in the distribution matrix contained in project procedures
• Coordinate product change order related activities which include the processing of text-based changes
• Convert hardcopy quality records to controlled electronic files through a defined imaging process which includes preparation, processing and verification of those records
• Cooperatives participate on the implementation of internal and external audit process
• Inform to respective department or socialize the latest approved document
• Ensure routing process of external invoices is completed and coordinate with Finance for timely payment
• Shall comply with all Company HSSE Policy, Standards, and Procedures

Qualifications include but are not limited to the following:

• Minimum Diploma degree (D3) from any major

• Minimum 3 years of working experience as Document Controller
• Experience in Electronic Document Management System (EDMS) such as Team Binder, Documentum, Coreworx or equal

• Knowledge of document control processes, including numbering, revision control, workflow, distribution, and archiving
• Familiarity with EDMS and project document management systems
• Understanding of engineering/project documentation and records management principles, including traceability, retention, and compliance

• Secretarial and administrative skills will be an advantage
• Effective communication skills in English (oral and written)
• Proficient in the use of MS Word, MS Excel and MS Outlook