Document Controller
5 months ago
Are you inspired by “what’s next”? So are we.
When you join the Albemarle team, you contribute to a better tomorrow. You will play a role in powering many of the world’s largest and most critical industries, from energy and communications to transportation and electronics. We are putting innovation to work to improve people’s lives and we want YOU to be a part of it.
**Job Description**:
The Position
The Document Controller reports to the Lead Document Controller and is responsible for providing all the administration supporting functions within a project as well as updating, controlling and communicating to relevant stakeholders, and filing all the documentation on a project.
Key Responsibilities
- Ensure adherence to Albemarle safety standards throughout Project execution
- Assist in developing and conveying the unique safety culture of the Kemerton Plant, with the new systems developed, to contractors and vendors with the goal of zero harm (or other similar protocols developed for Kemerton)
- Liaise with Matthew Bakker (Corporate Project Systems Training Manager) to ensure that corporate administration policies and standards, relevant directives and lessons learned are being considered in the Kemerton design
- Work collaboratively with both the Albemarle Project team and Wood discipline leads
- Implement the chosen document management system (DMS). The purpose of the DMS is to provide a managed, auditable, version and revision controlled, electronic environment of the entire projects documentation. Combined with standards and DMS procedures, it will capture, store, retrieve, distribute, track and report on all Project documents.
- Create and update the filing structure
- Creating the document naming convention
- Creating and update the relevant project administration templates and register’s, such as:
- Agenda
- Attendance Register
- Change Request Register
- Decision Form
- Decision Register
- Deliverable Register
- Issues Register
- Lessons Learned Register
- Master Record Index
- Meeting Minutes
- Request for Change
- Risk Register
- Vendor Drawing/Document Register
- Transmittal Log
- Take minutes of meetings and distributing to the team
- Schedule meetings/workshops (schedule project charter workshop, weekly/monthly meetings, adhoc meetings, technical meetings, etc.)
- Assist with quality assurance audits
- Distribute documents via transmittal’s to recipients in accordance with the distribution matrix and standard distribution list, and verified that the packages conform to the transmittal
- Administer, register all internal discipline check (IDC) documents and liaise with engineers, vendors and site personnel regarding verification of documents
- Control and issue enquiry/purchase order requisitions to procurement
- Support other departments by providing reporting data. This support includes the “as-planned” reporting and documentation of the redlining functions, “as-built” reporting documenting, deviations and waivers, as required
- Prepare vendor document requirements based on contractual requirements
- Track and expedite vendor documents review cycle
- Process and distribute project specific documentation and liaison with site office to monitor drawing packages and vendor documents
- Track and file approved engineering changes in relation to drawings/documents including the redlining and “as-built” documentation
- Maintain current project engineering data files and assist in establishing and implementing “as-built” records and status accounting systems for assigned projects
- Administer documents during the project close-out and handover phase
- Other administrative duties as directed
- Develop and update the document control procedures and guidelines to ensure correct, consistent and standardised processes
- Provide necessary procedural and database management training to the project staff. Coordinate with site office or other sites for project data management system.
- Ensure access and guidance to all project personnel on project network and location of various important procedures and standards
- Provide necessary reports to the Project management team
- Escalate any requests for new EDMS attribute values /fields or functionality from the business / third parties to IM Consultant
- Perform standard document control functions for documentation in a timely and efficient manner
- Liaise with contractors and vendors regarding processing and approval of documentation to ensure quality is maintained
- Manage record document flow to and from all appropriate parties
- Maintain and manage files including logging, storing, replacing and retrieving engineering drawing and documentation to ensure accuracy
Work Experience / Technical Skill Requirements
- Minimum of 5 years’ experience in a document control function in an operations or project execution environment.
- Previous exposure to document and record control requirements in compliance with ISO 9001 (Quality Ma
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