- Administering project procedures.
- Conducting thorough Quality checks on Contractor documentation along with Master Document Register reviews
- Coordination and use of Viewpoint and Business Collaborator for:
- Maintaining various key Project registers and Project trackers.
- General administration of the EDMS on a day-to-day basis and addressing any discrepancies, errors, or new metadata code requirements.
- Interacting with, advising, and assisting stakeholders (internal and external) on document control procedures and best practice.
- Developing and managing document management policy, procedures, and guidelines both for the Project internally and externally (contractors and external parties).
- Reporting and communication of Document Management system data/ information, including input and communications at Project meetings.
- Instil best practice document control within the Project team.
- Provide all internal and external Viewpoint and Business Collaborator training and guidance. Attending kick off meetings with new Contractors when necessary.
- Archiving of any hardcopy Project Data and Safe contents.
- There will also be a need to develop close working partnerships with the project team (covering data management, information, and knowledge).
- There will be a high level of interaction with project staff at all levels.
- Managing and coordinating the document control team.
- Experience of Viewpoint and Business Collaborator EDMS highly desirable.
- A good understanding of Document Control principles and best practice.
- Appreciation of document management issues in a dynamic Project setting would be advantageous.
- Knowledge of Offshore Wind Farm construction also desirable.
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Document Controls Supervisor - Edinburgh, United Kingdom - OW Ocean Winds
Description
GENERAL DESCRIPTION
Working on a specified project, the Senior Document Control Coordinator will maintain the Project's Electronic Document Management System (EDMS) Viewpoint and Business Collaborator and project Document procedures. The Senior Document Control Coordinator will be central to all the Project's information and documentation activities and support management of documentation with key contractors and external parties. Senior Document Control Coordinator will support knowledge management both on the project and within the Document Control team.
MAIN ACCOUNTABILITIES
The Senior Document Control Coordinator will be responsible for:
o Creation and management of Document approval workflows.
o Management of system access permissions.
o Management of contractors and external parties within the EDMS.
o Managing incoming and outgoing document correspondence / distribution through the EDMS.
o Auditing and reviewing Project documentation to ensure compliance with project procedures.
o Ensuring all Project related documents are uploaded and controlled on the system.
o Monitoring and control of technical documentation and drawings.
o Creation of document management system reports.
REQUIRED ACADEMIC SKILLS
Scottish Standards Grade or Equivalent essential.
REQUIRED PROFESSIONAL EXPERIENCE
Minimum of 5 years in a Document Control based role. Previous experience of having worked on a similar construction project would be highly desirable. To be replaced with must have strong working knowledge of Microsoft Office Packages.
RESOURCES MANAGEMENT
The Senior Document Controller will have a number of direct reports.
REQUIRED KNOWLEDGE
SKILLS/ COMPETENCIES:
Results Oriented, Good Interpersonal and Communication Skills. Pro-active, collaborative, able to work under pressure and use own initiative.
LANGUAGES:
The project has an international team of employees, and the working language is English. Candidates need to be fluent in English both spoken and written. Other languages will be valued.
LOCATION/ MOBILITY:
Based in Edinburgh. Occasional travel may be required
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