Document Controller V / Lead Document Controller

Job Description

Overview / Responsibilities
Wood is currently recruiting for a Document Controller V / Senior Document Controller to join our team in Khobar, Saudi Arabia.

This position is responsible for collection, distribution, retention and archiving of documents through document
management systems and work processes and to ensures all technical documentation associated with the assigned project scope is registered, filed, transmitted, and archived in compliance with Wood and SA document management procedures.

KEY ACCOUNTABILITIES & RESPONSIBILITIES:
– Perform all supervisory duties required to run the Document Management department
– Communicate with Project Manager, Client and Third Parties to agree standards, systems, handover and close – out of project activity to meet project requirements
– Liaise with Engineering to ensure the Document Distribution Matrix (DDM) is set up to meet project needs
– Assist in ensuring the standard document management system is set up and maintained to support the project
– Ensure that departmental work instructions are developed and maintained (if applicable) to complement Global standard procedures
– Be involved in developing and maintaining of document management performance targets
– Ensure the team is fully trained in all systems and that they work in accordance with the procedures / work instructions and to the project distribution matrices
– Facilitate meetings relating to operational interfaces of document management
– Carry out inductions of training to project or external personnel of how to interrogate the document management system
– Manage a coordinated approach to resolving procedural issues in a timely manner
– Ensure Controlled copy documents are managed to auditable standard
– Ensure all project and client ad – hoc requests and reports are completed in a timely manner
– Manage the complete and timely project close – out and final handover to meet client and Amec Foster Wheeler legal requirements
– Be responsible for ensuring all project deliverables are stored in the EDMS at all revisions and in all relevant formats

WORKING RELATIONSHIPS:

Internal:
– Establish and maintain effective working relationships and communicate across the project / contract interfaces
– Operates within local organization and accomplishes work through effective consultation with more senior professionals
– Deals directly with immediate supervisor, co-workers and team members

External:
– Engages in exchanges of information

LEVEL OF INFLUENCE & DECISION MAKING AUTHORITY:
– Actions and decisions typically have limited impact on the results of the project or department
– Results are short-term and immediately obvious
– Solves problems and makes judgements within established guidelines and procedures
– Manuals, instructions, procedures and precedents are generally available for guidance