Senior Document Control Specialist

Job Overview:

The Senior Document Control Specialist uses best practices and knowledge of internal or external issues to improve the  Document Control discipline within McDermott. They will act as a resource for colleagues with less experience and share their conceptual and practical expertise related to the  Document Control discipline. The  Senior Document Control Specialist solves complex problems and uses discipline-specific knowledge to improve their products or services. The Senior Document Control Specialist impacts a range of customer, operational, project, or service activities with the  Document Control team and other related teams. It ensures they work within the appropriate guidelines and policies. 

Key Tasks and Responsibilities:

• Gain experience in the following work area: iDocs
• Develop basic technical skills to complete assigned work
• When acting as Lead Document Management, in addition
  • Direct Small or medium Document Management team as Lead Document Controller
  • Lead Project as Lead Document Controller, engaging the participation of other disciplines Coordinate all activities within own discipline and Discipline interfaces with other disciplines
  • Lead the Document Management team of the assigned work area and complete within the planned schedule and budget, in accordance with standards, MDR, and project-specific procedures and to a high professional standard
  • Plan, organize, and direct all aspects of Discipline execution on the assigned project, including scope, deliverables, schedule, and all Discipline manpower resources - agree on allocations with the Engineering Manager
  • Ensure interfaces and deliverables are clearly identified
  • Maintain responsibility for progress and productivity, identifying any required corrective action
  • Act as project-based Discipline point of contact in communications and meetings with the Project Team, Customer, vendor/supplier and/or subcontractor counterparts, and relevant agencies such as certifying authorities, auditors, third parties, etc.
• Develop or have input to the Document Management Execution Plan and other associated work instructions to ensure alignment with Client requirements and McDermott standards  
• Become familiar with technical aspects of the Contract and Project Team Requirements pertaining to Document Management and project delivery requirements (standards, procedures, EDMS, formats, etc.)
• Ensure the project EDMS platform is set up to meet client and McDermott technical requirements  
• May manage staffing plans and budgets for projects to ensure appropriate staffing levels and cost management
• Advise project management team or document management lead on document management technical issues and interface processes and requirements
• Accurately track, log, and distribute releases of both internal and external documentation, including related metadata  
• Ensure seamless sharing of documentation across all project team members and locations to include MOPEX and JV Partners  
• May act as a day-to-day interface for the Client, Suppliers, Subcontractors, etc., on day-to-day Document Management issues  
• Facilitate and expedite the timely flow of technical information amongst project team members and external parties, such as the Client and Suppliers, via the EDMS  
• Provide input in preparing Document Management status reports  
• Prepare, review, and issue defined project reports on document status, including the Master Document Register
• May supervise document management personnel on projects and provide timely feedback to the document management department manager on personnel performance  
• Ensure proper EDMS training of all project personnel as well as training of document management personnel in Document Management procedures and systems (Unifi)  
• Assist in the establishment, maintenance, development, and improvement of document management processes, systems, and tools
• Participate in and lead internal and external audits as required  
• May provide regular status reports to project and department management on project document management workload and any issues  
• Ensure active and frequent engagement with MOPEX counterpart/s for the project  
• Deliver information required for handover and turnover in accordance with project contractual requirements  
• Archive project records  
• Provide lessons learned from project execution to project management and department management   

      Reports to: 
      Project: Lead Document Management/PEM 
      Functional: Department Manager 
      Liaise With: Lead Document Management, Project Engineering, Project Management, Department Manager 
      Supervises:  Assigned Document Controllers

Essential Qualifications and Education:

• Professional Degree/Post Graduate Degree/Bachelor’s Degree  
• 8-15 years of experience in Document Management with a major contractor or consultant
• Good knowledge of Electronic Database Management System (EDMS) software, MS Office, and Adobe  
• Computer literate in Microsoft programs:  Word, Access, PowerPoint, Excel, Project
• Working knowledge of industry utilized EDMS tools
• Have wide experience with technical activities, including onshore and offshore operations
• Functional, business, industry, and leadership expertise  
• Ability to work as a team member as well as act as a team leader (if the position is a Lead position)
• Excellent organizational and time management skills  
• Detail-oriented, dependable, and willing to handle multiple priorities  
• Successful communication skills, business acumen, and decision-making capability
• Certified iDocs Trainer (preferable) 

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