**SMP Opportunity in Oil and Gas Company**
Job Title: DOCUMENT CONTROLLER
Job Summary:
We are seeking a highly organized and detail-oriented Document Controller with 10+ years of experience in document administration or similar roles. The successful candidate will be responsible for implementing and maintaining effective document control processes and procedures, ensuring seamless management of both electronic and paper documentation. The ideal candidate will be conversant with Document Management Systems (DMS) and possess excellent communication skills in both oral and written English. The Document Controller will also provide high-level administrative support to departmental heads, making it essential to manage priorities, multitask effectively, and maintain impeccable record management.
Qualifications:
- Graduate of at least a 4-year degree course in any field.
- Minimum 10 years of experience in Document Control or Document Administration.
- Proficient in oral and written English communication.
- Solid experience with software related to Document Management.
- Strong ability to multitask and prioritize tasks effectively.
- Excellent time management and record management skills.
Key Responsibilities:
- Document Control Processes:
- Implement and maintain document control processes and procedures to ensure efficiency and compliance.
- Document Management System:
- Develop and maintain the Document Management System to facilitate efficient document retrieval and storage.
- Document Flow Management:
- Manage all flows of documents, ensuring both electronic and paper forms are processed correctly.
- Standardization:
- Ensure that all document management procedures meet established standards, including document numbering, formats, issuance, review, dispatch, recording, and archiving.
- Document Processing:
- Process incoming and outgoing documentation, including registration in the DMS, internal distribution, and transmission to clients and suppliers.
- Maintenance Documentation:
- Ensure control and coordination of maintenance activities documentation and data.
- Document Identification and Storage:
- Guarantee that all drawings and documentation are correctly identified, distributed, and filed/stored.
- General Document Control Activities:
- Perform tasks such as photocopying, scanning, and analyzing supplier document compliance with maintenance/project standards.
- Document Review Monitoring:
- Monitor the review and approval of technical documents in accordance with the agreed schedule.
- Master Document Register:
- Establish and maintain the Master Document Register in collaboration with the field maintenance team.
- Presentation Preparation:
- Prepare presentations and documentation for departmental needs.
- Administrative Support:
- Provide high-level administrative support to department heads, ensuring efficient communication and documentation flow.
- Organize Communications:
- Keep the department head’s communications organized and accessible.
- Calendar Management:
- Manage daily calendars for department leaders, including scheduling meetings, confirming appointments, and writing itineraries.