Document Controller Team Lead

Primary Purpose
Leads document control team for LNG & Net Zero project. Manages hiring and time management of contractor resources on the project. Advises Manager in staffing, forecasting resources, and training of team members. Onboards new contract resources. Acts as liaison with project management team and functional team. Manages Data Management and Document Control for pre-FEED, FEED and EPC project phases. Manages day-to-day activities, assignments, and priorities for the project Document Controllers. Ensures information fidelity by enforcing controlled processes and practices for the creation, capture, review, revision, issuance, distribution, retention and ready access to project information, documents, data, and the related systems.

Document Control Lead is the key interface with project contractors, project cross functional leads and other project stakeholders. Ensures conformance to the project contract requirements and company policies by conducting assessments and developing detailed planning models, analysis and reports to advise, guide and recommend appropriate changes to processes and procedures to meet project requirements.

Duties and Responsibilities

• Supervises and manages document controllers and contractor/staff as resources dedicated to the project. Manages hiring, time management, training, and workload of all project document control resources on the project. Provides all onboarding, training, performance auditing, and workload assignments for project document control team members.
• Advises functional manager in staffing, forecasting resources, training and onboarding needs, and project status reporting.
• Acts as the lead point of contact and liaison between project management team and functional manager, ensuring proper reporting, team responsibilities, and tracking is up to date and communicated.
• Manages the document review process, procedures, and systems to ensure efficient workflow and transmittal of project deliverables and documents. Provides training to project team and EPC contractors to ensure document and data delivery meets company requirements. Configures, tracks, expedites and validates project document reviews and provides technical support to assigned reviewers as needed.
• Develops project work instructions, guidelines, templates, training materials and procedures to facilitate project document management activities. Validates, captures, processes and tracks all transmittals, deliverables and other project records, information and data and accepts them to the company’s project EDMS. Establishes oversight of Contractor Information Management processes, procedures and systems to ensure contractual compliance, gap identification and resolution. Conducts quality assessments and implements corrective action to rectify any anomalies.
• Understands the data interface between EPC engineering design tools such as Smart Plant Enterprise and implements Quality Control programs for tag validation and consistency verification.
• Provides end users support and assistance with researching or retrieving documents, basic use of project repositories and troubleshoots systems disruptions
• Coordinates new user onboarding, account creation and access/permission approvals
• Works closely with Project Management and coordinates with contractor counterpart and internal document control team to prioritize and align on managing deliverables.
• Serves as project system admin to configure and deploy workflow templates and distribution groups.
• Coordinates with IT and contractors to verify, resolve and restore API and integration functionality during disruption events.
• Trains and supports internal and external project team members ensuring proper compliance to project Document Control protocols and conformance to contract requirements.
• Analyzes and validates project KPI dashboards data and facilitates reconciling any discrepancies.
• Coordinates agendas, meeting minutes and related progress reports for all project document control activities.
• Performs other duties as assigned (no more than 5% of duties).

Education

• H.S. Diploma/GED required. Bachelor's degree in Business, Information Management, Information Technology or Applied Sciences preferred.

Experience

• 10 years of Data Management, Document control management in Engineering systems within the Oil & Gas or Chemicals industry required.
• 10 years of project experience in the LNG, Oil & Gas, Energy Sector preferred.

Knowledge, Skills and Abilities

• Proficiency working with Microsoft Office suite applications, SharePoint Online and O365.
• Proficiency working with .pdf, AutoCAD, .csv file formats, electronic document management systems, data entry or other computer input preferred, quality management systems and processes.
• Knowledge and understanding of business technology, technology platforms and integrations.
• Knowledge and proven application of Document Control principles and practices.
• Strong coordination skills, extensive quality experience in responsible roles on major oil & gas engineering & construction projects.
• Knowledge and understanding of business process and Project Information Lifecycle.
• Ability to conduct audits & assess process-driven quality systems.
• Knowledge of EPC Commissioning and Completions and delivering Final Completion Dossier to Operations.

Licenses and Certifications

• Certified Document Controller (Consepsys) required.
• Aconex Accredited Associate required.
• Certified Information Professional (AIIM CIP) preferred.
• Modern Records Management Specialist (AIIM) preferred.

Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled