Document Controller at Wood

Job Description

• Provide document control support for either a single major project and/or several smaller projects and studies.
• Manage the flow of documents from creation to review, approval, and use through the entire project lifecycle 
• Provide document management support for either a single major project and/or several smaller projects and studies.
• Register and maintain document metadata and revisions on the document management system. 
• Organize and maintain documents on the project/study SharePoint site. 

Responsibilities

• Assign document numbers to documents in accordance with the project document numbering system
• Check document accuracy, identification, completeness, quality, and compliance of documents with Wood standards.
• Register and maintain information in the electronic document management system, ensuring that all documents and drawings are up to date, at correct revision, and with completed metadata, such that a complete ‘project record’ is held throughout each stage of the project.
• Liaise and consult with the document originator on any specific metadata and distribution requirements
• Distribute correspondence and documents in accordance with the project document distribution matrix and within the required timeframe.
• Expedite document reviews and approvals as required and record the review outcome and status accordingly.
• Organize and maintain electronic filing of documentation on SharePoint. 
• Support users with navigating the system, searching for and retrieving documents.
• Consult with the Lead Document Controller on new system metadata or field requirements and changes to the SharePoint site navigation and structure.
• Timeously handle all incoming and outgoing correspondence on the project.
• Manage and control documents in accordance with the project document management procedure and work instructions.
• Engage with the project team and raise awareness around the project document control processes and procedures. 
• Attend the weekly document control team meeting facilitated by the Lead Document Controller. Provide feedback, raise challenges, suggest improvements, and identify and communicate any risks or opportunities, gaps, and non-conformances with the Lead Document Controller.
• Provide detailed reports on document status and distribution. Produce reports on transmittals and outstanding documents as and when required by the project. Liaise with the internal team members and external parties on the close-out of outstanding documents.
• Support with printing and scanning if there is a requirement for hardcopy documentation.
• Support the Lead Document Controller with project close-out and handover activities. 
• Effectively organize and prioritize tasks in a manner that adequately allocates and divides time between various aspects of the work to ensure that sufficient support is given to the Lead Document Controller
• Actively role model and promote the company Values, Ethics and Code of Business Conduct.

Qualifications: 

• Grade 12 or equivalent qualification.
• Relevant Business Administration,  Document Management, or Records Management qualification.

Knowledge, skills and experience:

• A minimum of 5 years Document Control experience in a project environment.
• Proficiency and proven experience working with MS 365 including MS Office, Outlook, Teams and SharePoint
• Proven experience working with a document management system. Experience with the Project Wise document management module desirable.
• Proven experience with Adobe Acrobat 
• Experience with Bluebeam Studio would be an advantage

Personal attributes:

• High attention to detail.
• Personal integrity and trustworthiness.
• Strong client relationship and networking ability.
• Ability to coach and mentor through empowerment.
• A common-sense approach to everyday life.
• A willingness to treat all people with respect, integrity and consistency.
• High levels of initiative and “get up and go” to manage own work flow, showing proactiveness and prioritizing work to meet objectives.
• A capacity for persistence and resilience and patience in a challenging environment.
• Willingness to learn and adapt to change.
• An appreciation of the value of team work and willingness to work as part of a team, providing support for other team members as required.and networking