Document Controller

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Job description

POSITION OBJECTIVES

The primary focus of this position is to support the development, maintenance, and implementation of EXMAR Offshore's File Management System (FMS), and any interfaces that might be required between the FMS and external document control and file management systems. A Document Controller must be able to work well within a multi-disciplinary team, and be able to prioritize and multi-task while supporting multiple projects.

RESPONSIBILITIES

Typical Document Controller responsibilities include:

A thorough understanding of the FMS, including document numbering, naming, and filing

Educate and guiding project team members regarding the FMS, and reinforcing the implementation thereof

Support the Quality Management System by ensuring that project documents and deliverables have been annotated with correct FMS data

Understand how a range of technical documentation from external sources must be organized in accordance with the FMS

Maintain Plan Status (a record of project deliverables), External Document Register (EDR, a record of external documents received for a project), Internal Document Register (IDR, a record of internal forms, templates, plans and procedures) documents

Provide document control for an entire project

Prepare office for de-mobilization of all shipyard, inspector and related office documentation.

COMPETENCIES

Hard competencies are learnable abilities that can be defined and measured in accordance with a consistent set of rules or expectations.

Soft competencies are less tangible and are instead dependent on an individual's personality, character, and interpersonal skills

A successful Document Controller should possess the hard and soft competencies in the following table:

Hard Competencies Soft Competencies

Familiar with both commercial and in-house

Project Management software Enthusiastic about advancing existing skills and developing new skills

Familiar with company procedures and plans

for HSE, QMS, File Management, etc. systems A strong advocate of safety and quality

Familiar with the proposal development

process Good reading, writing, and verbal communication skills

Implementation of the File Management

System Accountable and responsible with good initiative and organization skills

Hard Competencies Soft Competencies

Understand the allocation of deliverables

within a Cost, Time, Resource (CTR) proposal Understand work allocation within a multi-disciplinary project team

Able to concurrently support multiple

projects Adaptable, flexible, and able to multi-task and prioritize

QUALIFICATIONS

Experience working with document control and / or file management systems is an asset but not a requirement

SharePoint knowledges is an asset but not a requirement

Proficiency with Microsoft Office software

Fluency in written and verbal English. Other languages are assets

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