Document Controller - IMS; SURF

About the job Document Controller - IMS (SURF) (Third Party Contractor)

Role

Purpose:

To provide comprehensive administrative and document control support to the SURF Team by managing project documentation and maintaining the document control system in accordance with established procedures and standards.

The role is responsible for uploading, downloading, organizing, segregating, tracking, and updating SURF related documents to ensure accurate document management, proper version control, timely accessibility, and compliance with project documentation requirements.

Responsibilities include but are not limited to the following:

• Ensure document management according to established procedures or standards (document numbering, formats, issuance, review, dispatch, recording & archiving)
• Ensure that any creation or changes of documents are requested by an approved request form with clear information; obsolete documents are archived in a 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 documents 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 (e.g., meetings, workshops, communication sessions) to ensure preparation and smoothness of these events
• Manage department webpage updates and accessibility
• Identify different types of documents such as specifications, engineering drawings, procedures, calculations, and reports
• Apply procedures for distribution, filing, collect comments, and coordination of information flow to Project & Engineering documents for assigned project
• Expedite documents related activities by Contractors and Internal SURF Team
• Receive, check, accurately record and distribute all project drawings and documentation efficiently
• 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
• Participate in the implementation of internal and external audit process
• Inform the respective department or socialize the latest approved document
• Ensure routing process of external invoices is completed and coordinate with Finance for timely payment
• Comply with all Company HSSE Policy, Standards, and Procedures

Qualifications include but are not limited to the following:

Education:

• Minimum Diploma degree (D3) from any major

Experience:

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

Skills:

• Knowledge
• 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

Soft & Hard

Skills:

• 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