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Projects Document Controller

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Location

Type of activity

Post date

Projects Document Controller

Bucharest, Romania

Temporary, 1 year

10 September 2024

Job description

The Projects Document Controller will ensure Document Management best practices and principles are applied across all assigned Projects, rigorously, maintaining control and traceability of the documentation throughout all Projects phases.

Responsibilities

Support the development, implementation and maintenance of the document control processes and procedures within the Company Projects.
Support the Corporate function (IT & Data Management) in the development and improvement of the Company Electronic Document Management System.
Manage the flow of documentation in/out of the Projects (either in electronic form or on paper support).
Establish and maintain the Projects Master Document Register in close cooperation with the Projects Teams.
Allocate and control the document numbering system following Company specific guidelines and Projects requirements.
Set-up Projects folders structures in the EDMS/SharePoint, as per Projects requirements, to ensure the documentation is properly archived and easily retrievable to facilitate an easy and fast flow of the information within the Projects Teams and externally (Contractors/Vendors) as required.
Ensure the correct application of Document Management standards and procedures.
Ensure the use of standardized forms and templates across the Project.
Maintain and manage electronic and hard copy documents as required by the Projects.
Process incoming documentation (registration in the DMS, internal distribution, archiving).
Process outgoing documentation (transmit to Contractors/Vendors).
Makes sure that controlled copies of latest approved documents and drawings are distributed internally (within the Projects Teams or any other Corporate function) and externally (to Contractors/Vendors) as required.
Ensure all drawings/documentation are correctly identified, distributed and filed/stored.
Liaise with and support team members and external Contractors/Vendors to ensure proper implementation of Document Control requirements and compliance with Project standards regarding numbering and process.
Assistance in the collation and issue of documentation and reports as required by the Projects.
Communicate and liaise with Projects Teams, Contractors/Vendors to discuss and improve the flow and control of documentation, support the handover and close-out of Projects activity and ensure consistency in the application of document control principles as required.
Monitoring of documentation progress in cooperation with the Projects planner in accordance with agreed schedule, to ensure any possible delay is immediately highlighted.
Issuing of the progress reporting on the status of the documents.
Provide admin support to Projects as and if required.
Ensure backup for Operations and Corporate Document Controllers activity when is required.
Ensure the projects teams are trained in information policies and procedure; particularly filing guidelines, document control procedures and utilization of the DMS.
Ensuring the new starters (internals and externals) receive an induction and appropriate training for Document Controlling process.
Users Training (internals and externals) in BSOG DMS (where applicable).
Other relevant duties/tasks assigned by the IT & Data Manager.

Experience & Qualifications

Technical knowledge:

Engineering degree is preferable
Minimum 5 years work experiences in document management area.
Minimum 2 years work experiences in document management area for Oil & Gas domain, heavy engineer industry, manufacturing
Very good knowledge of Electronic Document Management Systems and relevant implementation
Document Management training courses
Document Control Certification is an advantage (Consepsys or similar)
Familiarity with large construction Projects
Fluency in English (speaking and writing)
Fundamentals of data analysis & benchmarking

Abilities:

Communication
Teamwork and relationships
Time management
Process driven
Methodical and rigorous

Terms and conditions:

Location: Bucharest, Romania
Duration: 1 year contract.

If interested and qualified, please upload your CV in the form below by 9th October 2024.

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