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Document Controller

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Job title

Document Controler

Location

Bucharest

Type of activity

Permanent

Post date

30 March 2023

Job description

JOB SCOPE

The Document Controller will ensure Document Management best practices and principles are applied across all assigned the Company, rigorously, maintaining control and traceability of the documentation throughout all Company processes and activities.

RESPONSIBILITIES

Support the development, implementation and maintenance of the document control processes and procedures.
Ensure a proper management of Physical Archiving of the Company documents according to specific procedures.
Ensure a proper management of Company Standards & Procedures and also of Purchased Standards (electronically and physically).
Support the Corporate function (IT & Data Management) in the development and improvement of the Company Electronic Document Management System
Manage the flow of documentation in/out of the Corporate (either in electronic form or on paper support).
Users Training (internals and externals) in BSOG DMS (where applicable).
Allocate and control the document numbering system following Corporate guidelines and Projects requirements.
Ensure the correct application of Document Management Corporate’s standards and procedures.
Maintain and manage electronic and hard copy documents as required by the Company Departments.
Ensure the use of standardized forms and templates across the Company.
Process incoming documentation (registration in the DMS, internal distribution, archiving)
Makes sure that controlled copies of latest approved documents and drawings are distributed internally (Corporate function mainly and to Projects Teams when is the case) and externally (to Authority/Contractors/Vendors) as required.
Prepare progress reporting on the document’s status .
Ensuring the new starters (internals and externals) receive an induction and appropriate training for Document Controlling process.
Establish and maintain the Projects Master Document Register in close cooperation with the Project Team when is the case.
Set-up Projects folders structures in the EDMS/SharePoint, as per Projects requirements, to ensure the documentation is properly archived and easily retrievable to facilitate an easy and fast flow of the information within the Projects Teams and externally (Contractors/Vendors) as required.
Process outgoing documentation (transmit to Contractors/Vendors) .
Ensure all drawings/documentation are correctly identified, distributed and filed/stored.
Communicate and liaise with Projects Teams, Contractors/Vendors to discuss and improve the flow and control of documentation, support the handover and close-out of Projects activity and ensure consistency in the application of document control principles as required, when is the case.
Monitoring of documentation progress in cooperation with the planner or other company roles in accordance with agreed schedule, to ensure any possible delay is immediately highlighted.
Ensure the projects teams are trained in information policies and procedure; particularly filing guidelines, document control procedures and utilization of the DMS.
Other relevant duties/tasks assigned by the IT and Data Manager.

EDUCATION & QUALIFICATION

Technical knowledge:

Engineering degree is preferable
Minimum 5 years work experiences in document management area.
Minimum 2 years work experiences in document management area for Oil & Gas domain, heavy engineer industry, manufacturing
Very good knowledge of Electronic Document Management Systems and relevant implementation
Document Management training courses
Document Control Certification is an advantage (Consepsys or similar)
Familiarity with large construction Projects
Fluency in English (speaking and writing)
Fundamentals of data analysis & benchmarking

Abilities:

Communication
Teamwork and relationships
Time management
Process driven
Methodical and rigorous

Terms and conditions:

Duration: Permanent
Location: Bucharest

If interested and qualified, please upload your CV in the form below by 14th of April 2023.

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