What are the responsibilities and job description for the Document Control Specialist position at Insight Global?
This is a 6 to 12 month contract to hire.
Candidates MUST be able to report in a hybrid schedule in The Woodlands, Texas
Job Summary
The Document Control Specialist will provide comprehensive document management support and oversight for designated business lines. Key responsibilities include managing the entire document lifecycle, ensuring adherence to established guidelines, policies, and procedures. Additionally, this role involves training and assisting personnel on document requirements, acting as the primary contact for troubleshooting, and handling new requests for features, functionality, or workflows. The specialist will serve as a liaison between internal customers and DT teams for various requests and projects. Additionally, the role ensures consistent document management across all projects, maintaining strict control and traceability of documentation from project initiation to completion.
Qualifications
Experience with large-scale Document Control Software is required, OpenText and / or Documentum highly desirable.
Proven experience in document control practices including :
Transmittals / Version Control / Stacking / Classifications / Retention & disposition process
Ability to organize a daily workload by priorities.
Must be able to meet deadlines in a fast-paced quickly changing environment.
A proactive approach to problem-solving with strong decision-making skills.
Professional level verbal and written communications skills.
Excellent attention to detail and accuracy
Familiarity with industry-specific regulations and standards
Ability to operate standard office equipment, including but not limited computer, printer, copy machine, scanners, etc.
Responsibilities
Document Control :
Implement and maintain document control processes and procedures
Manage all flows of documents either in electronic form or on paper support
Ensure policies and established procedures or standards (documents naming, formats, issuance, review, recording and archiving) are being met and followed
Maintain and manage electronic and hard copy documents as required
Process incoming documentation (registration in the DMS, internal distribution, archiving)
Process outgoing documentation (transmit to Client and Suppliers / 3rd parties)
Makes sure that controlled copies of latest approved documents and drawings are distributed internally and externally (Clients and Suppliers)
Ensure control and coordination of project documentation and data according to established requirements
Ability to effectively work with the design team to ensure all drawings / documentation are correctly identified, distributed and filed / stored correctly
General document control activities such as photocopying, scanning, analysis of suppliers documents compliance with Project standards regarding numbering and all others aspect related to document quality
Communicate and liaise with Project Teams, Suppliers / 3rd parties to agree standards, systems, efficient flow of documentation, handover and close-out of Project activity to ensure consistency in document control as required
Monitor technical documents review and approval in accordance with agreed schedule
Monitoring of documentation progress in cooperation with the project planner
Produce internal and external (Clients and Suppliers) over-due reports
Ensuring the use of standardized forms and templates
Set-up Project workspaces within the ECMS and communicate with PM or other responsible ECO team member
Establish and maintain the Master Document Register in cooperation with the Project team
Act as single point of contact for assigned departments to help facilitate adoption of the platform and provide feedback to greater team for continuous improvement.
Gather, produce and submit QA Documentation for Clients
Prepare and manage reports for specific needs for and with Senior Management, our project team, and 3rd party / outside contract companies
Auditor :
Audit all components of the job books to ensure the projects were built according to WES defined standard design in the event of an audit or failure.
Areas of Audit include : Weld Maps, MTRs, Pressure Test Records, Calibration of Equipment, Torque Logs, Reader Sheets with X-ray numbers matching the weld mapping.
Education & Experience
Preferred Bachelors degree in Business Administration, Information Management, or a related field.
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