A Document Control or Management Specialist manages written and electronic documents for an office or company. Develops or maintains systems for keeping track of documents, including labeling, retrieving, distributing, recovering and destroying documents as needed.
To ensure that all Documentation pertaining to the Project is handled, stored and distributed per the individual requirements of the project. To provide a service to the Project Team as a lead in order that Project Shareholders, Owner's Engineers and discipline Engineers can concentrate on deliverables to the client. Document and project filing Act as the focal point for the control of project documentation during the whole project delivery.
Main Duties:
Ensure the implementation of the document control system on the project, in particular to: Issuing and receiving of controlled documentation and creation of general electronic transmittals to the Project Stakeholders (including Veolia team, Client (if any), partners, vendors, contractors, subcontractors, and suppliers. Management of technical documents during Basic Engineering phase, including management of the document register, receipt and transmittal of documents, and follow up of comments on documents. Archiving, retrieval and storage of documentation adhering to company standards and policies. Maintaining the Document Control with the issue, receipt and tracking of all engineering and EPC contractors and supplier deliverables through the lifecycle of the Project. Assist with the Development and Implementation of all necessary Procedures to ensure that Document Management System is carried out at optimum effectiveness. Filing of project documents and drawings in conjunction with project and corporate naming and numbering procedure. All information created, reviewed and published aligns with classification scheme and company retention and disposal guidelines. Assisting in Quality audits with quality checks and audits of the Document Management System, identifying and correcting any anomalies.
System administration:
for example permissions and security settings, new projects, user accounts, templates etc. Training, direction and support to project and third party users on use of Document Management System and Information Management protocols. Establish archive of pre-project documents, (preliminary, conceptual and pre-project studies). Administration of all Engineering, final deliverables and closeout reports, together with appropriate archive system Develop and manage the Project Documentation, including the procedures, statistics and appropriate archiving such that all relevant documentation produced during the project life can be readily and efficiently recorded, distributed, tracked and retrieved at all times. The awareness of all necessary procedures to ensure that the Document Management System is carried out at optimum effectiveness. General document control activities such as photocopying, scanning, quality checking of metadata and documents. Data entry into content management system ensuring data validation and revision control. Undertaking any other duties that may be required from time to time. Manage or supervise all project documentation flows (paper and electronic).
Other Duties:
Special project related activities / tasks assigned by the Project Director and or the Owner's Engineer.
Organisational Relationships:
As Document Controller you will be part of the Project team which supports the various disciplines of Engineers on the team along with the Project Management and the Owner's engineering team. #LI-FZ1
