Document Control Manager

Review, process, handle, inspect and supervise the intake, issuance, management, filing, and storage of company documents for commercial, industrial, petrochemical, or energy projects. The position is full-time with benefits and will be assigned on-site at the client facility.

Responsibilities and Duties

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

Education, Experience, and Training

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

Knowledge, Skills, and Abilities

• Able to make tough decisions and lead and manage others in changing business conditions.
• 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.
• Excellent management skills including the ability to plan, set goals; and manage time, priorities, resources, accountabilities, schedules, and cost.
• A person of integrity who is trusted by others and consistently honors their commitments.
• Able to identify issues, problems, and opportunities; make timely decisions; develop appropriate and innovative solutions; and ask for assistance if required.
• Excellent verbal and written communication skills, including the ability to convey information and ideas to individuals and groups, and make presentations when required.
• Competent with applicable document management systems, regulations, and procedures.
• 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.
• Able to earn trust/respect and build relationships at all levels. Desires to grow with & support the organization’s mission.
• Ability to use general authority to make decisions that affect departmental or technical operations.
• Ability to work in a fast paced, high-stress environment.
• Provide attention to detail and ability to produce results.
• Ability to interact with team members and meet strict deadlines.
• Strong verbal and written communication skills.
• Ability to use personal computer software for word processing, spreadsheet, and database applications.