Administrator-Document Control

Administrator -Document Control

We are seeking an experienced, professional document control practitioner to join our team. The successful candidate shall exhibit qualities that can provide a professional service to our customers at its highest standards, on time, and to meet project goals.
Operating as part of the project document control team you will report to the project document control lead or supervisor for a specific area (vendor, design etc). You will be responsible for maintaining document control processes.
Document control processes have evolved over the years such that Document handling will primarily be electronic. Work will involve processing of documents in the Electronic Document Management System (EDMS), recording data to describe the documents accurately is paramount.
The successful candidate must be able to exhibit experience of processing Design Documents, Vendor Documents, Procurement Documents etc. This includes data input, quality checking, exporting, importing and maintenance through to archive of hard copy and electronic project files.
Document integrity is very important to us the candidate will need to demonstrate their understanding of what to look for when checking physical documents against the electronic record. It is expected that the candidate will have the patience and attention to detail to be able to process documents efficiently and develop their experience to be able to intuitively spot and address potential problems before they become a problem.

Document content quality is the responsibility of the document owner (Engineer etc). The document control role is responsible for quality checking in respect of format, numbering, readability etc. The ideal candidate will need to have the confidence to work with the document control team to get document owners to adhere to procedure in an appropriate way.
We require a committed and reliable person who is flexible to changes, will seek guidance as appropriate, and be able to work under pressure.

Person Specification:
Can do attitude, flexible, able to follow a work process to the letter but we
encourage innovation and will entertain improvement suggestions.

Essential:
Good communication skills, there will be a need to keep regular contact with
personnel in remote offices via telephone and email to facilitate the process.
Ability to exhibit an understanding of the lifecycles of different types of document
within an Engineering, Procurement and Construction environment.
Attention to detail, ability to spot irregularities in documents.
Ability to use and maintain an accurate Electronic Document Management
System (EDMS), to include full version control and population of properties -
InfoWorks (Documentum) - Preferred.
Ability to use Excel as a tool, capability to accurately maintain an excel
spreadsheet as required. Essential
Experience of using bulk load techniques - Preferred but not essential
Able to run reliable reports from the EDMS system such that they can stand by
the results - Essential (Note: the candidate will not be expected to write
reports).
Experience of uploading and downloading documents from a file transfer
medium. - Essential - (eRoom - preferred).
Operating scanners with sufficient understand such that a quality scan is
obtained while minimising file size. - Essential
Working to deadlines and managing time. We anticipate the flow of documents
to fluctuate. The ability to manage workload and be flexible to work additional hours, when required, at short notice.