Document Controller

3 أكتوبر، 2022

0 4 3 دقائق

Document Controller

الوصف الوظيفي

Document Controller – NEOM Power Project

Job Description and Qualifications

POSITION SUMMARY

With one of the Mega Project under execution, Project Company selected Aconex as Electronic Document Management System to streamline and capture huge volume of information generated on the project.

Industry experience has shown that managing projects on disconnected systems and point solutions is a recipe for higher total cost of ownership, increased risk and ultimately failure. While Aconex is solid platform that offers value of standardizing and automating key processes, it also demands expert knowledge of EPC industry to configure and set-up the tool in effective and efficient manner to deliver the project expectation.

The increasing complexity of the projects, explosion of data, and emerging of information technologies (IT) demands to evolve traditional document management system with dedicated professionals who have in-depth knowledge of the business cycle, importance of data flow, and technology requirements.

The incumbent will be responsible for timely implementation of tool in project by configuring, set-up and leverage all the capabilities of Aconex for project data and workflow management to improve performance and productivity across the portfolio.

The role requires significant interaction with strategic partners and must be able to work as a team player and posse the experience to support, advise and guide the project to good business practices.

DIMENSIONS:

The role's objective is to operate Aconex system in project in a manner which help automate and standardize processes across project and increase productivity in field and improve efficiency of execution.

The candidate should handle Mail distribution rules to create correspondence workflows customized to project specific processes, such as RFI’s, Variations and Change Orders, NCR’s. Able to connect project information with project controls to measure performance and warn the contractor early of issues that may jeopardize schedule and budget. In addition to this, capture project data, communicated among project parties, and stored in an audit trail for easy search, reporting and replication in system.

PRINCIPAL ACCOUNTABILITIES

This position is accountable for the following:

Set-up Auto Numbering Schemes for correspondence.
Create and Assign Project roles to the participating Organizations
Set-up Mail types for various project roles.
Prepare Mail forms.
Create workflows templates for supplier document review
Assist the Document Control Manager in the day-to-day duties of the project’s document control administration and the operations.
Control and monitor Client Approval Process and Document submission to the Client.
Responsible to store and share project documents received from Vendor/Client/3rd party to project engineers and vice versa.
Support in defining, organizing, and managing the Final Project documents handover to the Client.
Transfer, preserve and maintain the Document Management Knowledge.
Maintaining all correspondence and other transmittals from the Clients and other contractor / suppliers / vendors etc. in a systematic way to facilitate an easy reference at all
Ensure Document Management Methodology and Procedures maintenance and compliance, preparing the relevant project procedures.
Support and assist in organizing and controlling Reports.
Provide Help Desk support on the Document Management Tools in use.
Organize Document Register and Master Data List activities.
Ensure eventual training and assistance on Project Document Management topics.
Control and monitor progress calculation, document list status, workflow, internal distribution, transmittals, etc.
Control and/or assist in workflows management and document distribution.
Maintain a close working relationship with the client/ customer.
Quality check of documents as per administrative requirements.
Notify the supplier/customer/client of any acceptance or comments to the documents.
Formal communication internally as well as with supplier, customer and client.

المهارات

Candidate must be able to provide insights with real-time dashboards and graphical reports for project to quickly visualize and communicate performance at the project, portfolio, process, and detail level.

Strong working knowledge of applications used on large projects, e.g., Documentum, Coreworx, Opentext, Aconex, etc.
Preferred Oracle ACONEX Certified
Extreme attention to detail
Thrives in a fast-paced environment
Ability to work to tight deadlines and under minimal supervision
Ability to multitask and prioritize daily workload
Knowledge of document management systems in the project execution and operations handover.
Strong communication skills (written and verbal)
Strong facilitative skills, including presenting to cross cultures and geographies.

PREFERRED QUALIFICATIONS

Must have 10+ years’ experience working on large scale EPC projects.
7+ years working at a senior level.
7+ years’ proven experience configuring, maintaining, and processing of data within Aconex.
Associate Degree of bachelor’s degree in Business or Information Technology.
Excellent English language proficiency