Senior Document Controller

Senior Document Controller - Green Umbrella Recruitment

Date Posted: Mar 06, 2024

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Job Detail

Location:

Muscat , Oman
Company:

Green Umbrella Recruitment
Type:

Full Time/Permanent
Shift:

First Shift (Day)
Career Level:

NA
Positions:

1
Experience:

10 Years
Gender:

No Preference
Degree:

NA
Apply Before:

Jun 06, 2024

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Job Description

We are seeking a reliable, qualified individual to join our company as a Senior Document Control. As part of our team, you will oversee the receiving, reviewing, categorizing storage, organization, and documentation, observing best practices. You will administer the data management processes of our centralized library, managing transmittals/submittals, respond to requests for information (RFIs), and verify document completeness and format requirements. This position is critical to smooth operations within our corporate infrastructure. You should also possess impeccable attention to detail and strong computer and data entry skills and be familiar working with documents of confidential nature.

The Senior Document Control will be responsible for the administration and control of documents that are received, created, or issued as part of a project in an engineering consulting and construction environment.

1. Develop document control procedures and ensures that a document control system is available and up to date.

2.Ensures that a document control and communication process is available according to the individual projects scope and requirements.

3.Oversee the day-to-day activities of the Document Control team; provide direction, guidance and training to Document Control team and project team to ensure a consistent and effective approach is applied across the project with respect to managing information.

4.Controlling the distribution, access, and format of records and documents in accordance with the established distribution lists, workflows, and plans. Upon receipt of any document, the Senior Document Control will review it for completeness, clarity, approvals, and release authorization. The Senior Document Control then enters the document into the document control system per established processes.

5.Monitoring correspondence to ensure that transmitted documents have been received and to ensure that documents requiring response are returned in a timely manner, per approved requirements. This will entail direct communication with all entities involved in the Management Team.

6.Processing revisions to controlled documents in the same manner as the original documents and superseded documents, if retained, are identified as such. A consistent naming convention has been established in the document plan and will be maintained to ensure accuracy and expedient retrieval

Any hard copies that exist shall be classified/tagged exactly as their electronic counterparts.

7.Tracking and providing general maintenance of the daily traffic of documents and communication. This includes general project correspondence, project reporting, implementation of the management plans, and maintaining the overall hard copy and electronic filing systems.

8.Supports Project Director, Project Engineering team and Procurement as document management responsible within project.

9.Providing training and technical support to the management team regarding the systems used to manage project information, including the overall functionality of the document control system.

10.Communicate with consultants, contractors, vendors, and internal stakeholders to issue and transmit requested documents.

11.Retrieve documents in storage areas upon request.

12.Performs administrative duties in support of the Documentation department.

13.Prepare documentation packet for approval, as well as distribute for approval and release into the system.

14.Work with the Managers to ensure documented information is maintained and preserved from damage.

15.Work with Service/Vendor Provider to archive/retrieve documented information stored off-site.

16.Utilizes interpersonal skills in maintaining balance with all party’s requirements and priorities.

17.Maintenance and continuous improvement of the Document Control process.

18.Ensure company records management and retention policies are followed.

19.Prepare Document Status Report.

20.Must demonstrate total compliance with the company safety policies and procedures.

Requirements

Education:

Bachelor’s degree is highly desirable but not required.

Experience:

10+ years of experience as a senior document control. Experience in an engineering, construction, or technical office preferred.

Special Skills & Knowledge:

Technical Skills:

3+ years of experience working with of Aconex is required.
An excellent knowledge of IT systems, MS Office (Word, Excel, and PowerPoint).
The ability to understand general engineering and construction documents is a plus.

Soft Skills:

Excellent communication skills, both written and verbal in Arabic and English.
Ability to communicate with all levels of people.
A positive attitude and Adaptability.
Strong work ethic.
Capable of extreme attention to detail.
Demonstrated proficiency in analyzing data, problem identification and resolution, and ability to generate clear/concise reports indicating key issues.
Ability to work on multiple tasks and prioritize work.
Ability to work cross-functionally as a team.
Must have a self-starter attitude with a proactive, results-oriented focus.
The ability to troubleshoot and be solutions driven.
Commitment to HSE standards and policies.

Benefits

NA

Job Detail