Document Controls Specialist

About the job Document Controls Specialist

The Document Controls Specialist III is responsible for carrying out the DC processes to support the document control objectives. This is a project-centric role with the projects varying in size and scope.

Responsibilities:

• Excellent organizational, customer service, and time management skills, with a strong attention to detail, completeness, and accuracy.
• Strong customer service skills with the ability to comply with company procedures.
• Ability to work in a fast-paced environment with the ability to multi-task.
• Verifies documents and deliverables conform to project contract requirements, project procedures and company policy.
• Executes within the Document Management system the daily activities of respective technical areas.
• Processing the latest version of a document (reviewed and/or ready for issuance) to ensure the latest approved revision of documents is available and used by project personnel.
• Controls the issuance and release of documents including drawings, parts, specifications, etc. per company procedure.
• Communicates with document originators and engineering personnel to resolve discrepancies and compile required changes to documents. Maintaining close relationships with the project team members ensuring support is available.
• Works together with contractors and supplier counterpart(s) to train, guide and ensure document managements objectives are met.
• Carries out project close-out activities and ensures handover to business partners, ensuring the accuracy and quality of the final turnover.
• Identify opportunities within document management to integrate effective workflow processes to aid the efficiency of the project team.
• Audits the contractors and/or suppliers document management activities within Aconex to ensure adherence to the projects document control procedures.
• As part of the process, audit our vendors document management submittals, ensuring adherence to the projects document control procedures.
• Trains others, both the internal project team members and external contractors or suppliers.
• Assist with other duties as assigned.

Skills and

Qualifications:

• High School Diploma or GED
• Four (4) years experience performing document control/management in the oil and gas industry, preferably with an owner/operator or an EPC (Engineering / Procurement / Construction) organization.
• Has an extensive knowledge of Oracles Aconex Document Management System (Modules / Tasks, Documents, Mail, Packages, Tenders, Workflows, Directory and Set-up) and support the Document Control processes associated within a project, ensuring the data integrity of the Aconex system.
• Quality or Lean Management certification (e.g., ISO-9001, Six Sigma, PMP).
• Aconex Accreditation Professional Level
• Proficiency in Microsoft Office applications (Word, Excel, Teams, and Outlook as a minimum) with other PC skills.
• In-depth experience with engineering documentation and procedural materials for internal company use.
• Demonstrates an eye for business due to exposure to business-related activities, e.g., accounting, financing, purchasing, contracts.
• Experience working in regulated environment regarding PHMSA, FERC, DOT, BESE, PSM, etc.
• The capability to reprioritize as needed, when required.
• Ability to travel up to 15% of the time.