Document Controls Specialist

About the job Document Controls Specialist


The Document Controls Specialist III is responsible for carrying out the DC processes to support the document control objectives. This is a project-centric role with the projects varying in size and scope.

Responsibilities: Excellent organizational, customer service, and time management skills, with a strong attention to detail, completeness, and accuracy.
Strong customer service skills with the ability to comply with company procedures.
Ability to work in a fast-paced environment with the ability to multi-task.
Verifies documents and deliverables conform to project contract requirements, project procedures and company policy.
Executes within the Document Management system the daily activities of respective technical areas.
Processing the latest version of a document (reviewed and/or ready for issuance) to ensure the latest approved revision of documents is available and used by project personnel.
Controls the issuance and release of documents including drawings, parts, specifications, etc. per company procedure.
Communicates with document originators and engineering personnel to resolve discrepancies and compile required changes to documents. Maintaining close relationships with the project team members ensuring support is available.
Works together with contractors and supplier counterpart(s) to train, guide and ensure document managements objectives are met.
Carries out project close-out activities and ensures handover to business partners, ensuring the accuracy and quality of the final turnover.
Identify opportunities within document management to integrate effective workflow processes to aid the efficiency of the project team.
Audits the contractors and/or suppliers document management activities within Aconex to ensure adherence to the projects document control procedures.
As part of the process, audit our vendors document management submittals, ensuring adherence to the projects document control procedures.
Trains others, both the internal project team members and external contractors or suppliers.
Assist with other duties as assigned.

Skills and Qualifications: High School Diploma or GED
Four (4) years experience performing document control/management in the oil and gas industry, preferably with an owner/operator or an EPC (Engineering / Procurement / Construction) organization.
Has an extensive knowledge of Oracles Aconex Document Management System (Modules / Tasks, Documents, Mail, Packages, Tenders, Workflows, Directory and Set-up) and support the Document Control processes associated within a project, ensuring the data integrity of the Aconex system.
Quality or Lean Management certification (e.g., ISO-9001, Six Sigma, PMP).
Aconex Accreditation Professional Level
Proficiency in Microsoft Office applications (Word, Excel, Teams, and Outlook as a minimum) with other PC skills.
In-depth experience with engineering documentation and procedural materials for internal company use.
Demonstrates an eye for business due to exposure to business-related activities, e.g., accounting, financing, purchasing, contracts.
Experience working in regulated environment regarding PHMSA, FERC, DOT, BESE, PSM, etc.
The capability to reprioritize as needed, when required.
Ability to travel up to 15% of the time.