Job Category: Administration/Support
With over six decades of business and technical experience in the mining, energy, and infrastructure sectors, we understand that challenges are changing rapidly in every industry. We respond quickly with solutions that are smarter, more efficient, and innovative. We draw upon our 9,000 staff with experience in over 150 countries to challenge the status quo and create positive change for our clients, our employees, and the communities we serve.
Document Controller
Summary
The Document controller is responsible for quality checking, registering, classifying, managing, tracking, filing and transmitting electronic engineering and vendor/contractor deliverables and other project controlled documents as required.
This will include ensuring the current approved revisions of controlled documents are available in the Electronic Document Management System (EDMS) and providing accurate meta-data for document status reporting. Under direction of the lead document controller
Key Responsibilities
Document controllers are responsible for understanding and providing support in:
- Locating and using procedures from the Project Lifecylce Program (PLP) library and project specific procedures
- Processing documents in compliance with PLP and project procedures to meet DM standards.
Document Control Processes
- Produce required deliverables throughout the various project phases
- Follow approved document control processes and the relationship with other project groups
- The different types of deliverables, controlled and uncontrolled documents and how to classify them in the EDMS
- The procurement bidding cycle and supporting document control processes
- The engineering design cycle processing requirements and the vendor/contract submission cycle and processing requirements
- The commissioning and construction phases including field mark-ups and document control involvement
- The document control quality check requirement for documents being processed.
EDMS and Document Control Tasks
Document controllers must have a thorough working knowledge of the EDMS functionality and all associated document control tools. They are responsible for using the tools to process documents in compliance with standards. They are also responsible for:
- Assisting in setting up distribution matrices in the EDMS.
- Registering and maintaining the master list of attribute values in the EDMS, such as the facility breakdown structure codes, procurement package codes etc.
- Managing the package tool and assisting the project teams in maintaining EWP packages, CWP packages and handover packages and other packages as required
- Allocating deliverable document numbers as required
- Uploading engineering/ vendor /contractor deliverable stubs/placeholders in the EDMS
- Registering and classifying deliverables and other documents as required in the EDMS
- Managing versions and revisions in the EDMS
- Transmitting deliverables and other documents as instructed by project leads
- Providing reports from the EDMS such as the engineering status and vendor/contractor document submission status, engineering progress measurement, review cycles and assisting in expediting internal reviews
- Managing the EDMS portals for transmitting, receiving and distributing documents to external users
- Auditing meta-data in the EDMS to ensure accurate reporting available
- Printing, filing, copying, scanning and CD/DVD burning etc. as required
- Ensuring the 24-hour turnaround of requests into document control
- Participating in other project document control initiatives and data management tasks
- If project hard copy filing for controlled documents is required, assisting the lead document controller in setting up hard copy filing and maintaining hard copy filing.
- Assisting with the final handover of documentation
- Participate in EDMS close-out activities if required
- Upload/capture data on Client’s EDMS if required
- Document Management and Document Control Support
Document controllers are responsible for supporting the project by:
- Providing document management support to project participants including support to external users (bidders, vendors, contractors, consultants and client)
- Responding to queries (internally and externally) in a timely and professional manner
- Identifying and escalating issues to the lead document controller
- Assisting the lead document controller in training other document controllers as required.
Qualifications and Experience
Essential
- Project document controllers require previous document control experience in an engineering project environment (including Vendor/Contractor documentation) or data management environment using an electronic document management system
- Working knowledge in Microsoft Office Applications, Adobe Acrobat, file management tools e.g. Explorer and WinZip and demonstrated ability to learn other software tools
- Ability to accurately and efficiently capture meta-data
- Typing speed at least 40 wpm
- Ability to follow workflows and standards
- Experience in working within a team with ability and willingness to share knowledge
- Proven communication/interpersonal skills to build relationships with the immediate and remote team members.
Preferred
- Ability to document work tasks (work instructions)
- Ability to train one-on-one
- Ability to work accurately and effectively under pressure.
We are committed to fostering a workforce in each of our locations that reflects the diversity of the communities in which we operate. Hatch is an Equal Opportunity Employer that considers employment applicants without regard to age, race, colour, national origin, citizenship, religion, creed, sex, sexual orientation, marital status, disability or any other protected status. If you have any special needs requirements, please let us know. We will do our utmost to accommodate, in accordance with applicable local legislation.
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