Senior Document Controller
Job Description
Frijns Middle East is recruiting for a Senior Document Controller to join our growing team in Mesaieed, Qatar. This is a full-time office-based role with occasional site visits.
The Senior Document Controller manages the document control process, ensuring all project are organisational documents are accurately recorded, stored, and distributed in compliance with company standards. This person overseas document workflows, maintain document management system. This role requires strong organizational skills, attention to detail and proficiency in document management software.
Responsibilities
- Establishes / adheres clear to file structures and manages electronic files, ensuring an auditable, electronic trail for all work undertaken using the relevant software packages
- Monitors and reports job/work status and workloads to the Project Manager, with any appropriate recommendations
- Contributes to the development and management of department work practices / procedures, improvements etc.
- Performs all necessary project administration associated with pre and post award such as preparing templates, formatting, archiving, data retrieval, taking minutes of meetings, preparation of monthly progress certificates and supporting files, support project close out activities, etc.
- Support with audits and closures of actions (internal or external)
- Ensure all project documentation is imported into document management system and filed accordingly
- Archiving of Project and Corporate Records, either hardcopy or electronically; and the identification, indexing, transfer, storage, protection, retrieval, retention, and disposition of the records
- Ensure all documentation is transmitted to the client as per client requirements and in an expedient manner
- Ensure that hard copy and electronic record files are maintained in good order to comply with QA requirements
- Run document control reports from document control system
- Ensure document management procedures satisfy project, client, and regulatory requirements
- Independently handle all aspects of Project documentation utilizing various document control practices and Electronic Document Management Systems (EDMS)
- Monitor progress of in-house and Client reviews of technical data
- Contribute to compilation of final project dossiers, as built portfolios, and archiving
- Establish and maintain systematic and comprehensive project filing systems
- Produce exception reports, comment overdue reports and any other reports for Project Management review
- Maintenance of the project’s document storage structure
- Communicate with Project Manager, Client and Third Parties to agree standards, systems, handover and closeout of project activity to meet project requirements
- Liaise with Engineering teams to ensure Document Distribution Matrix is set up to meet project needs
- Ensure the document management system is set up and maintained to support the project
- Ensure that departmental work instructions are developed and maintained
- Be involved in developing and maintaining of document management performance targets
- Facilitate meetings relating to operational interfaces of document management
- Manage a coordinated approach to resolving procedural issues in a timely manner
Skills and Qualifications
- University degree preferably in Engineering discipline
- Minimum of 10+ years relevant experience in oil & gas projects, including at least five (5) years in similar position
- Strong work ethics, be able to work under pressure and with different priorities
- Deep experience with electronic document management systems and processes
- Advanced MS Office Suite skills
- Advanced skills in SharePoint and industry standard electronic document management system
- Advanced skills in Adobe
- Excellent Communication skills – both written and verbal
- Advanced skills in word processing, spreadsheets, database applications and electronic data management systems
Interested?
Then mail us your CV at kirangeorge@frijnsqatar.com, kindly note only shortlisted candidates will be contacted.
