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Document Control Coordinator
Document Control CoordinatorAirswift • Houston, TX, US
Document Control Coordinator

Document Control Coordinator

Airswift • Houston, TX, US
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  • [job_card.full_time]
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Vacancy Overview

Document Control Coordinator Houston, TX

Our client is seeking a Document Control Coordinator to work within their facilities located in Houston, TX, for an initial one-year assignment. The Document Control Coordinator will manage the full lifecycle of project documentationengineering, vendor, commercial, legalfrom intake and classification through review, transmittal, and archival in the EDMS. Partner closely with the Project team, contractors, and global document controllers to keep information flowing, compliant, and audit?ready.

Job Responsibilities

Document Control Operations

  • Communicate effectively with the project team and outside contractors.
  • Work with the Company Document Control Coordinator and Information Management personnel to implement Project DMS system and procedure changes to optimize document control processes.
  • Manage all official Project documentation (engineering / technical, vendor, correspondence, project managementcommercial, legal) generated by company and contractor to be stored in the Document Management System.
  • Accurately review and classify project documentation (including engineering and vendor).
  • Manage transmittal of information between company and contractor; expedite information flow and track status of all documents reviewed internally by the Project.
  • Receive and send all documents between the Major Capital Project (MCP) and other organizations, making appropriate database / log entries for tracking purposes.
  • Add / update documents to the Major Capital Project (MCP) Document Management System.
  • Provision accurate and up?to?date document review, receipt, and issue information to MCP team members.
  • Manage and collect documentation through the progression of Project Phases for completeness and accuracy.
  • Review documentation coding against content for accuracy and identify anomalies for correction to originators.

Quality, Compliance & Procedures

  • Review Project?specific contracts, policy, procedures, and processes to ensure Document Control procedures / processes comply.
  • Gain knowledge of formal requirements for the Projects successful development pertaining to information.
  • Evaluate, manage, and comply with Company Document Control processes, procedures, and specifications; suggest improvements for evaluation where applicable.
  • Perform quality control checks to ensure compliant documentation according to non?technical procedural processes; seek assistance if questionable.
  • Accurately quality?check metadata (e.g., number, title, revision, status) in accordance with Project specifications.
  • Ensure Supplier and Contractor compliance with MCP procedures in the management of project documents, their metadata, and transfer.

    • Training, Support, Process Development & Global Deployment

  • Assist in training additional Project Document Controllers when required.
  • Identify updates or changes to Project Document Control processes and procedures as necessary for evaluation.
  • Provide technical support and assistance for the electronic document management system (technical guidance to MCP for administration of project files).
  • Assist in delivering training to ensure all project staff clearly understand policies, procedures, and software related to access and review of documents.
  • Work with other Project Document Controllers across continents to ensure consistency of processes and enforcement of Document Control procedures.
  • Provide feedback regarding work progress to company management and / or Document Control Coordinator where applicable.
  • Develop and maintain project forms where applicable.

    • Operational Excellence

  • Maintain an open?door communication rapport for the team.
  • Promote a professional and customer?service?oriented atmosphere; ensure the team does the same.
  • Establish team?building rapport with internal and external recipients to support successful working relationships.
  • Seek and provide subject matter expertise to promote excellence within the Document Control department.
  • Participate in the growth and success of the companys Document Control department through active participation, feedback, suggestions, and constructive discussions within the team.
  • Comply and promote compliance with Company and Project?specific procedures / processes to ensure success.

    • Qualifications

    Experience

  • 46 years of experience in Document Control.
  • At least 3 years administering and using an EDMS (Electronic Document Management System).
  • Proven knowledge of distinguishing the difference between different types of project documentation.
  • Experience working in an integrated team environment.
  • Able to deal with short time frames and handle multiple competing priorities.
  • Proactive thinker with a can?do attitude and will?do actions; open to constructive criticism for professional growth.
  • Methodical and well?organized approach to the work environment; excellent interpersonal and communication skills; able to interface with colleagues at all levels.

    • Technical Skills

  • Computer literate, including working vocabulary of computer and information system components.
  • Understanding fundamental principles of computer processing.
  • Perspective on how non?technical people interact with technical people.
  • Good working knowledge in Microsoft Windows environment using Microsoft Word, Microsoft Excel, Microsoft Outlook; Microsoft Access or other database tool, including definition of filters, searching, use of wildcards, and creation of reports.

    • Travel

    Travel may be required, including international.

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