Document Control Coordinator at Oilserv Limited

The Document Control Coordinator is a Project team member and administratively in charge of the Document Control unit/ Project department and is responsible for leadership, direction, management, and performance of a Document controls Unit.

The DC Coordinator is to ensure that the staff and the tools used in Document control are developed, available and functioning and will have the responsibility to develop, implement and coordinate the effective Document control and management system for efficient and effective delivery of OILSERV Projects.

This position supports Project Managers and Project stakeholder on projects of varying size and complexity. Proactive in addressing project issues therefore supporting a successful project outcome. Leads proposal efforts.

Job Details

Coordinate project document planning activities with Project Manager, project team and Functional Managers to ensure that realistic project document control plans are developed in line with project objectives and requirements. 

Requirements

Leadership 

• Provide positive and professional leadership to all Document Control Officers in the departments. 
• Contribute to the management of Oilserv to support business growth. 
• Delegate appropriate responsibility to Document Control Officers in the department whilst retaining supervisory accountability for the delivery of document management for Oilserv business. 
• Provide Document Management support to the projects within the Group. 
• Support the implementation of the Group’s HR policy in relation to equality opportunity, Diversity & Inclusion, etc. 
• Coach and mentor, the Human Resources team to ensure professionalism and the company’s core values are maintained. 
• Coordinate all technical documents and data across multiple projects and portfolio. 
• Provide strategic and operational direction and guidance for the organization's Document Management, and Control function. 
• Coordinate project document planning activities with Project Manager, project team and Functional Managers to ensure that realistic project document control plans are developed in line with project objectives and requirements.
• Development of routine Reports on EDMS Performance. 
• Support the team lead to ensure identification and timely access to current and accurate documentation. 
• Review of project scope and requirements to ensure common understanding of requirements with Project teams and Clients. Planning 
• Lead and direct document control for multiple projects 
• Leads Documentation planning and preparation on more complex projects including startup planning. 
• Addresses contractual requirements related to documentation requirements 
• As required by the business unit, provide expert support in documentation numbering and classification 
• Provide project planning input into proposals and bids. 
• Control project document planning activities with Project Manager, project team and Functional Managers to ensure that realistic project document control plans are implemented in line with project objectives and requirements. 
• Review of project scope and requirements to ensure common understanding of requirements with Project teams and Clients. 

Core/Technical 

• Establish and maintain document control system procedures ad and policies for assigned project. 
• Develop Document control procedures in line with contract specifications. 
• Review of Projects deliverables to ensure fit for purpose deliverables are developed (Project s document control procedure, progress measurement system, standard document templates etc.) 
• Review of subcontractors’ deliverables to ensure it aligns with Project documentation requirements. 
• Review and ensure that project Master Document Register is updated. 
• Ensure subcontractor’s documents are in line with Oilserv document control procedure, 
• Ensure real-time upload of data into the shared portal. 
• Flag potential delays to Project Managers and key project stakeholders and follow through to see actions are taken to avert or mitigate them. 
• Provide periodic feedback to Project Managers on performance status and recommended actions required to ensure planned schedule for are achieved. 
• Compare current plan date of document issuance to actual dates; identify variances and impacts on project completion dates. 
• Ensure all technical documents and correspondences submitted for review/approval are in the right specification and standard. 
• Establish and maintain a safe and secure storage and archive of all projects. 
• Monitor and Proactive engagement with PMT & Vendors for Expedited implementation of client's comments on Project Deliverables 
• Performance of Weekly Updates and status report of the MDR and Monitoring of Weekly activities and support for earlier submission of the reports within target date. 
• Monitor the execution of Projects documentations in line with Client documentation requirements. 
• Develop appropriate reports (Weekly, Monthly, and completed Archive) as required on Capturing of Hardcopy Documents into EDMS project. 
• Collation of project as-built deliverables 
• Participate in the review session that confirms that all the works and only the works have been done and meets the contractual requirements. 
• Review of Internal and external project close out reports in line with client documentation requirement.