Lead Document Controller

4 days ago

Sharjah, Sharjah, United Arab Emirates 坯潤 Full time

Job Description

Wood is currently recruiting for a Lead Document Controller to join our team in Sharjah, UAE. This is a full time onsite position with business trips.

Responsibilities

This is an exciting opportunity for an experienced Lead Document Controller to join our UAE Business Unit.

Key Objectives

Coordinates and supervises a team of document controllers, responsible for ensuring all technical documentation associated with the assigned project scope is registered, filed, transmitted, and archived in compliance with document management procedures. Coordinates the smooth running of the document management system.

Key Accountabilities And Responsibilities
  • Oversee, coordinate, and supervise the document control team with responsibility for setting and managing day to day workload, coaching, and guiding team, and managing performance.
  • Ensure all project documentation is imported into document management system and filed accordingly.
  • Oversight of the archiving of Project and Corporate Records, either hardcopy or electronically; and the identification, indexing, transfer, storage, protection, retrieval, retention, and disposition of the records.
  • Ensure all documentation is transmitted to the client as per client requirements and in an expedient manner.
  • Ensure that hard copy and electronic record files are maintained in good order to comply with QA requirements.
  • Run document control reports from document control system.
  • Ensure document management procedures satisfy project, client, and regulatory requirements.
  • Independently handle all aspects of Project documentation utilizing various document control practices and Electronic Document Management Systems (EDMS).
  • Monitor progress of in-house and Client reviews of technical data.
  • Contribute to compilation of final project dossiers, as built portfolios, and archiving.
  • Establish and maintain systematic and comprehensive Project Filing Systems.
  • Produce exception reports, comment overdue reports and any other reports for Project Management review.
  • Maintenance of the project's document storage structure.
  • 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 teams to ensure the Document Distribution Matrix is set up to meet project needs.
  • Ensure the 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.
  • Train project or external personnel on how to interrogate the document management system.
  • Manage a coordinated approach to resolving procedural issues in a timely manner.
Qualifications What makes you remarkable?

At Wood, we are committed to equal opportunities and welcome all talented individuals to consider joining our team. So even if you don't match every statement below but feel you have some of the experience, knowledge or skills needed for this role, we encourage you to apply.

Expected Qualifications:
  • Minimum ISCED Level 3 (Secondary education).
  • (ISCED 4/5) (post-secondary/lower tertiary e.g./technical diploma/2-year degree), or an equivalent level of expertise desirable.
Knowledge, Skills And Experience
  • Significant broad and deep experience with electronic document management systems and processes.
  • Experience in supervising teams in a lead role.
  • Advanced MS Office Suite skills.
  • Advanced skills in SharePoint/Documentum/ProjectWise or similar electronic document management system.
  • Advanced skills in Adobe.
  • Excellent Communication skills - both written and verbal.
  • Advanced skills in word processing, spreadsheets, database applications and electronic data management systems.
Personal Attributes
  • Excellent organisational skills and a logical and ordered approach.
  • Effective communication and interpersonal skills.
  • Able to lead, motivate and develop a team.
  • Ability to work in a high-pressure environment, pay strict attention to detail and ensure the accuracy of the outputs.
About Us

Wood is a global leader in consulting and engineering, helping to unlock solutions to critical challenges in energy and materials markets. We provide consulting, projects and operations solutions in 60 countries, employing around 35,000 people.

Diversity Statement

We are an equal opportunity employer that recognises the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to the following (which is a non-exhaustive list): race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.

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