July 27, 2021

Document Controllers

The Pipeline Group is a Service Provider to Subsea 7 and their mission is to offer consistent and progressive delivery of global rigid pipeline systems, through locally tailored solutions, automation and strategic supply chain partnerships. The team provides ‘bid to execution’ capabilities for full pipeline fabrication and installation including welding, inspection, field joint coating, polymer lining and installation engineering. They have a global footprint with teams in Aberdeen, Glasgow, Houston, London, Paris, Singapore and Stavanger and manages pipelay on six construction vessels.

The PG Production team currently require 2 x Document Controllers on a full – time contract basis for a period of 12 months initially. The successful candidate will have the opportuntiy to expand their experience within a range of different projects in a professional & supported environment.

Role Overview

Attend kick off meetings at project start to discuss documentation requirements.
Maintain interface with main Region to ensure processes are aligned.
Review Client Document Control Requirements if Project is following Client processes.
Create list of relevant Project Personnel requiring SharePoint access and send request to Project Administrator.
Ensure project Personnel have User Profiles within ProArc and are competent using the system.
Review Matrix of PPT documents, and, when agreed, set up Profiles in ProArc.
Ensure all required information is entered in essential fields in ProArc document profiles to enable successful use of the Reporting Tool.
Maintain Tracking register to ensure on time document delivery and to back-up ProArc Reports.
Liaise regularly with Package Manager to discuss any delays and subsequent reforecasting of deliverables.
Adhere to ProArc EDMS processes as defined at Project Set up throughout the life of the Project.
Set up a consistent format for Doc folders to ensure all DC can work between projects in a standard format.
Send Document issuing instruction to Suppliers; relevant to Regional requirements.
Liaise with Package Manager to ensure PO number, if required, is allocated in good time.
Process both client and subcontractor documents in accordance with corporate and project procedures, and/or Client requirements if these take precedence over Subsea 7 processes.
Assist Engineers as required with document formatting and ensure template metadata is working correctly; reporting any errors to Project Administrators.
Ensure project documentation is issued in a controlled manner and within agreed timescale.
Monitor documentation turnaround and Track all document workflows to ensure Document owners are actioning their ProArc “activities” within the required timescales.
Regularly produce specific late Reports as required to highlight delays within the document cycle.
Assist with completion of requests, searches and queries from all project personnel
Liaise with main Project at project close-out, i.e. as-built documentation/archiving.
Provide General administration support to the Projects department
Convert file formats as required
Prepare documentation for hard copies/CD etc.

Specific Key Responsibilities & Activities

Responsible for project documentation and maintaining records to support successful on time delivery of the Project.
Creating accurate and detailed document profiles with ProArc.
Ensuring adherence to ProArc throughout the life of the Project.
Consistent maintenance of registers and production of Reports to allow traceability and timely availability of accurate Project status for Package Managers.
Provide ongoing support and encouragement to general engineering ProArc Users.
Ensure all document requirements, as advised and agreed with the main Project Region, are adhered to and we therefore deliver an accurate and consistent standard of work, while building trust and strong relationships with all Regional offices.

Qualifications and Experience

Relevant experience of document control in an engineering project group
Experience of electronic document management systems, DCC, processing design or vendor documentation, file format conversion
Communicates effectively at all levels both with senior management and colleagues
Good IT skills – Word, Excel, Outlook, Adobe Acrobat
Good organisational skills, able to manage own time effectively
Demonstrates positive attitude and flexibility in work approach
Works well independently with minimal supervision