Day To Day Activities
- Lead efforts to establish, maintenance, development and improvement of the Document Management processes, systems and tools. Numbering Procedure & Distribution Matrix incorporated with Client / project Requirements.
- Ensuring Document Control function is being performed in accordance with corporate procedure and project requirements.
- Implement Client’s document control requirements into the Project’s Document Control Plan.
- Introduce document awareness to the project team (presentation, training and workshops).
- Attend weekly and monthly project meetings (wherever Document Control input is required).
- Manage and disperse the Documentation Services Team workload.
- Establish document workflows to Client,(if applicable), Sub-Contractor and Supplier based on contractual agreed review schedules.
- Interface with multiple disciplines to provide support and clear guidance to deliver documentations align to all Information Management Specifications.
- Planning, Supervision, direction and training of work activities to Document Control Team members and Supporting Staff’s.
- EDMS implementation and training to the taskforce.
- Design and implement detailed work instruction for day-to-day activities of Documentation team.
- Plan and maintain manpower and other resources required for smooth operation of the section.
- Become familiar with technical aspects of the Contract and Project Team Requirements pertaining to Document Management and project delivery requirement (standards, procedure, EDMS, formats, etc).
- Take ownership to define and develop scope by understanding and evaluating the project.
- Responsible as a single contact personal for document coordination, distribution and transmittal for the consortium partners in the project.
- Communicate and promote the understanding of the scope, document control strategy. Ensure the project team is aware of document requirement and specification to meet project needs, Company standards and industry regulations. Development of effective project setup plan.
- Accurately track, log and distribute releases of both internal and external documentation including related metadata. Provide input in preparing Document Management status reports.
- Network with stakeholder to serve as a source of support in executing project deliverables; ensure proactive two-way communication.
- Responsible for document coordination efforts and effective technical writing in the creation of documented procedure.
- Participate and provide input to audits and peer reviews, undertake other project audit as required.
- Project documentation e.g. Final dossier preparation, weld traceability, filing, weekly statistics etc.
- Follows the day-to-day operations related to own job to ensure continuity of work.
- Assisting the Site Staff during Engineering / vendor documents mobilization, to ensure the satisfactory administration of Project Documentation & Records and monitoring the pending documents.
- Ensuring speedy resolution of vendor queries & grievances to maximize satisfaction levels.
MINIMUM QUALIFICATIONS
- Bachelors or Diploma in Degree in Information Management
- MS Office · EDMS · Database Management.
- Minimum 12 - 15 years’ experience in Document Management in Oil & Gas industry.
- Proficient is MS office and PDF
- Knowledge about ACONEX EDMS, Database Management, Project Management.
- Ability to organize workload and to manage a filing methods and management techniques.
- Knowledge of engineering disciplines like Structural, Mechanical, Electrical etc.
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