Senior Document Controller-008191
Description
Position Title: Document Controller
JOB Code -
Grade -
Department Secretarial Support
Location Sharjah
Reports To: -
1. Scope of Responsibilities
Responsible for proper upkeep of all documents pertaining to internal and external correspondences of the project with departments, clients and the vendors including all technical, non technical, vendor, construction and preparation of final project dossiers. Archive on both paper and electronic copies of formal transmittal sent to or RECEIVED from clients and vendors.
2. Primary Duties
Establish and coordinate schedule for creating databases for tracking all technical and non-technical documents and provide status update on a regular basis.
Establish and maintain document distribution matrices, transmittal and correspondence REGISTERS for all Project-related documentation
Ensure that the technical drawings received from various discipline engineers are accurately updated in the Technical Document REGISTER reflecting details of the documents to be submitted to the client.
Prepare transmittals as per client’s requirements, Assign transmittals to each document and sequentially file all incoming and outgoing transmittals.
Distribute internally the copy of the transmittals and the project quality plan to Petrofac OFFICES and site (if deemed fit) according to the distribution matrix assigned.
Receive reviewed documents from the client, make respective log entries, assign the approval codes for the commented drawings in TDR (Technical Document REGISTER) and transmit approvals internally as per the project distribution matrix.
Interface with the vendor and obtain the necessary descriptions to be provided in the Vendor Document REGISTER.
Maintain file for the PURCHASE ORDERS from the vendor on receipt of the vendor documents along with the reference of the transmittals distribute to the respective engineers and quality engineers for review.
Revise all documents and the allotted transmittal numbers for each stage of the vendor drawings. Ensure the vendor documents are duly filled and sent to reflect the latest updates.
Assist the planning engineer in preparing the progress of the document reports. Log all incoming correspondences like faxes, emails and reference numbers.
Assign transmittals for all specific instructions received from the client.
Generate exception reports on documents pending for clients’ review and distribute to the discipline engineers for appropriate action.
Sequentially file all the incoming documents and enclosures from the client according to the transmittal number.
Liaise with vendors and expedite for timely submission of all documents as mentioned in the VDR.
Send requested vendor documents to the client for review and ensure all comments received from client are communicated timely to the vendor.
Receive vendor documents from the quality control engineers and duly stamp the approval status.
Obtain vendors’ recommendations for spare parts for the next three years operation and maintain a record of the interchangeable parts. Follow up with the vendors to submit the same. Distribute this spare part interchange ability record to the concerned discipline and to the client for approval.
Maintain records of shipping notifications and follow up with the vendor to submit the final document of the PURCHASE ORDER.
Ensure that all documents are meticulously RECEIVED and archived both as hard copies and electronic copies in accordance with the project / client requirement.
Ensure effective management of the day-to-day operations of the document center. On completion of the CONTRACT prepare the project dossier reflecting all compiled documents.
3. JOB/Cost Impact
Effective document controlling leads to the availability of the required information to projects team for a timely project execution. The smooth transfer of information and the proper follow up on documentation contribute to an accurate planning of engineering activities.
4. Decision Making Authority
N/A
5. Supervisory Responsibility
N/A
6. Work Contacts
Frequent internal contacts with Project managers, document clerks, and Discipline lead engineers. Interactions with various departments like the procurement, ACCOUNTS, sites etc. External contacts include vendors and clients.
7. Physical Effort and Work Environment
Duties performed in Main OFFICE mostly in air-conditioned surroundings.
8. Minimum Requirement
Higher Secondary level with a minimum of 2-3 years of related experience as a document controller in major EPC projects in Oil and Gas Industry.
Job Document Control
Primary Location UAE-Sharjah-Petrofac Towers, Al Khan Road
Organisation Project Controls
Schedule Full-time
Closing Date (Period for Applying) - External Apr 30, 2015, 2:59:00 AM
Apply
Description
Position Title: Document Controller
JOB Code -
Grade -
Department Secretarial Support
Location Sharjah
Reports To: -
1. Scope of Responsibilities
Responsible for proper upkeep of all documents pertaining to internal and external correspondences of the project with departments, clients and the vendors including all technical, non technical, vendor, construction and preparation of final project dossiers. Archive on both paper and electronic copies of formal transmittal sent to or RECEIVED from clients and vendors.
2. Primary Duties
Establish and coordinate schedule for creating databases for tracking all technical and non-technical documents and provide status update on a regular basis.
Establish and maintain document distribution matrices, transmittal and correspondence REGISTERS for all Project-related documentation
Ensure that the technical drawings received from various discipline engineers are accurately updated in the Technical Document REGISTER reflecting details of the documents to be submitted to the client.
Prepare transmittals as per client’s requirements, Assign transmittals to each document and sequentially file all incoming and outgoing transmittals.
Distribute internally the copy of the transmittals and the project quality plan to Petrofac OFFICES and site (if deemed fit) according to the distribution matrix assigned.
Receive reviewed documents from the client, make respective log entries, assign the approval codes for the commented drawings in TDR (Technical Document REGISTER) and transmit approvals internally as per the project distribution matrix.
Interface with the vendor and obtain the necessary descriptions to be provided in the Vendor Document REGISTER.
Maintain file for the PURCHASE ORDERS from the vendor on receipt of the vendor documents along with the reference of the transmittals distribute to the respective engineers and quality engineers for review.
Revise all documents and the allotted transmittal numbers for each stage of the vendor drawings. Ensure the vendor documents are duly filled and sent to reflect the latest updates.
Assist the planning engineer in preparing the progress of the document reports. Log all incoming correspondences like faxes, emails and reference numbers.
Assign transmittals for all specific instructions received from the client.
Generate exception reports on documents pending for clients’ review and distribute to the discipline engineers for appropriate action.
Sequentially file all the incoming documents and enclosures from the client according to the transmittal number.
Liaise with vendors and expedite for timely submission of all documents as mentioned in the VDR.
Send requested vendor documents to the client for review and ensure all comments received from client are communicated timely to the vendor.
Receive vendor documents from the quality control engineers and duly stamp the approval status.
Obtain vendors’ recommendations for spare parts for the next three years operation and maintain a record of the interchangeable parts. Follow up with the vendors to submit the same. Distribute this spare part interchange ability record to the concerned discipline and to the client for approval.
Maintain records of shipping notifications and follow up with the vendor to submit the final document of the PURCHASE ORDER.
Ensure that all documents are meticulously RECEIVED and archived both as hard copies and electronic copies in accordance with the project / client requirement.
Ensure effective management of the day-to-day operations of the document center. On completion of the CONTRACT prepare the project dossier reflecting all compiled documents.
3. JOB/Cost Impact
Effective document controlling leads to the availability of the required information to projects team for a timely project execution. The smooth transfer of information and the proper follow up on documentation contribute to an accurate planning of engineering activities.
4. Decision Making Authority
N/A
5. Supervisory Responsibility
N/A
6. Work Contacts
Frequent internal contacts with Project managers, document clerks, and Discipline lead engineers. Interactions with various departments like the procurement, ACCOUNTS, sites etc. External contacts include vendors and clients.
7. Physical Effort and Work Environment
Duties performed in Main OFFICE mostly in air-conditioned surroundings.
8. Minimum Requirement
Higher Secondary level with a minimum of 2-3 years of related experience as a document controller in major EPC projects in Oil and Gas Industry.
Job Document Control
Primary Location UAE-Sharjah-Petrofac Towers, Al Khan Road
Organisation Project Controls
Schedule Full-time
Closing Date (Period for Applying) - External Apr 30, 2015, 2:59:00 AM
Apply
