Document Control Administrator / USA

POSITION OVERVIEW

Under general supervision, defines and executes specific documentation requirements for the engineering, compliance, operations, and technical functions; Assist in managing the engineering/supplier database for all of the Engineering projects.  Expedites, receives, classifies, records, indexes, distributes, stores, and retrieves information or records on any medium. 

 

KNOWLEDGE

This position requires a basic understanding of the company’s organization, functions, roles and responsibilities.  In-depth knowledge of office protocol, customer service philosophies, document management methodologies and procedures and automated on-line system applications is required.

 

RESPONSIBILITIES AND ESSENTIAL DUTIES

• Follows the Document Management strategy for the company along with the policies and procedures that address quality assurance, information standards, and regulations pertaining to Document Management.
• Tracks engineering and compliance documents through full life cycle of project.
• Provides timely distribution of latest revision level documentation to all appropriate users and ensure that obsolete documentation is tagged in document management system.
• Ensures documents adhere to enterprise wide numbering system to ensure ease of document retrieval and compatibility with document management software.
• Prepares and receives transmittals for incoming and outgoing documents. Assists with  Technical Library for Pipeline.  Assures the Technical Library’s integrity by ensuring that documents are up-to-date, labeled, and secure.
• Assists other departments to file documents in the Document Management system.
• Works closely with contractors and other departments to ensure company Document Management requirements are followed.
• Assists in compiling and updating the monthly Key Performance Indicators (KPI) for the Technical Services department.
• Carries out other duties as assigned.
• Coordinates with project managers and third party contractors to ensure that all necessary compliance documentation for projects has been received.

 

QUALIFICATIONS (EDUCATION, EXPERIENCE AND SKILLS)

• Education and Certifications: Bachelor’s Degree or Equivalent work experience.

• Experience:  Minimum of 3 years in a in a Document Management System Environment, preferably within in an engineering environment.

• Skills:
  • Strong administrative abilities are required. 
  • Basic knowledge of AutoCAD 
  • Strong written, oral and interpersonal communication skills; strong and effective organizational skills and proven capability to manage multiple projects. 
  • Advanced computer knowledge including Adobe, Microsoft Office Suite (Word, Excel, and Access), Documentum and the aptitude to continually learn new software or applications.