Document Control Coordinator
Role and Responsibilities:
- Provide Information Management support services across capital projects by working closely with project managers for successful project delivery.
- Provide comprehensive IM support service, responding to complex inquiries, advise on record keeping processes, procedures, policies, and best practice standards.
- Understand the business use of information to support work processes and strategic business objectives with cross functional teams.
- Adhere to Manufacturing’s Information Management standards and guidelines, while also maintaining an appropriate level of alignment with the Capital Projects function in the CTC.
- Assist in streamlining the current handover processes from Engineering Contractors and suggest improvements.
- Ensure adherence to data privacy and other corporate governances.
- Attend weekly update meetings as requested by Project Manager(s).
- Assist and develop initiatives and implement programs to improve the accessibility of information/records.
- Assist Project Managers with day-to-day activities on project deliverables
- Support electronic documentation efforts for incoming project documentation.
- Ensure contract exhibits and contractor onboarding procedures and processes include IM/IT considerations.
- Ensure all project participants understand and comply with Manufacturing’s IM expectations.
- Acts as a liaison between the Engineering Contractors and the Project Managers to assist with incoming inquiries and ensure alignment and communication on related applicable projects.
- Support project managers by tracking change orders, submittals, and Requests for Information (RFIs) to ensure timely resolution.
- Oversee and manage the project deliverables close out and handover processes to support a successful delivery to cross functional groups/teams.
- Track the progress of project deliverables throughout the project execution phases and work with contractors to obtain associated reports in a timely manner.
- Support the Project Manager(s) to ensure that all contract requirements are adhered to by Contractor(s).
- Ensure final redline drawing are provided to Design Engineering drafting group for As Built drawings to be generated and stored in a timely manner.
- Ensure critical PSI documentation is identified and ensure drawings are updated are available for use in a timely manner.
- Ensure documentation is classified with retention schedule in a System of Record software application.
- Support the roll out of new projects and ensure user support trainings in respective software applications (mainly SharePoint, Teams, Aveva, etc.).
- Ensure best practices in support areas of IM Tools (Collaboration, Traceability, Record Management, Data Management, ROT and Archiving) are employed.
- Ensure project collaboration application tools are kept compliant with Record Retention Policy. (SharePoint, Teams).
- Prepare reports, data analyses and recommendations for Project Managers, as needed.
- Assess data and make recommendations for use to meet needs and further use of information through metric reporting.
- Assess current manual processes and existing systems/tools used to track and report data and develop or recommend a better solution.
- Support the Management of Change process by assisting Project Managers with overdue MOC reporting.
- Assist Project Manager(s) in effective implementation of the MOC closeout and associated PSSR’s.
- Assist in tracking the progress of assigned MOC evaluations from start to closure.
- Ensure incoming design documentation meets the applicable review codes, standards, and specifications in accordance with IM Manufacturing Standards.
- Ensure Project Record Book(s) is reviewed before handover to the project and other required cross functional teams needing data and documentation information to update of SOR(s).
- Conduct self-audits to assess gaps, and determine and implement corrective action on incoming documentation submitted by Engineering Contractor
With over 90 years’ combined experience, NES Fircroft (NES) is proud to be the world’s leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Infrastructure, Life Sciences, Mining, Automotive and Chemicals sectors worldwide.With more than 100 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.