JOB DESCRIPTION
About Us
At Technip Energies, we believe in a better tomorrow and we believe we can make tomorrow better. With approximately 15,000 talented women and men, we are a global and leading engineering and technology company, with a clear vision to accelerate the energy transition. Designing and delivering added value energy solutions is what we do.
If you share our determination to drive the transition to a low-carbon future, then this could be the job for you. We are currently seeking a Project Document Controller II, reporting directly to the Department Manager to join our team based in Houston, TX.
About the Job
The Project Document Controller II has overall responsibility for planning (including budget and schedule), implementing, and executing the document control activities for the project in which they are assigned to.
This includes training document control personnel and end users concerning the projects specific document control processes and organizational policies and procedures.
- Review contract and understand the relevant scope for project documentation delivery requirements
- Promote and execute the sold scope of work in relation to the contractual obligations of the department
- Understand, promote, and execute own budget
- Create, implement, and execute the project specific Document Control and Information Management Plan(s) that are aligned with the contract, joint venture, consortium, and client requirements
- Review and apply project-specific document management requirements for procurement / subcontracts based on department procedures
- Ensure operational processes align with the contract, procedures, and quality system
- Work with an internationally diverse teams be those client, partners, vendors, or other T.EN offices to deliver own scope
- Contribute to defining, establishing, monitoring, and managing the project specific solutions (ie. EDMS, mailboxes, extranet sites, etc.) which includes access control, workflow steps, and project specific parameters
- Coordinate with project management team to establish, define, and manage project distribution matrices (electronic and hardcopy)
- Review and perform assigned tasks for project setup using the project set-up checklist
- Coordinate project set-up with client document control systems and job site, as applicable
- Ensure receipt and processing of engineering documentation (e.g., calculations, drawings, specifications) through the EDMS systems is done per schedule and project requirements
- Ensure quality checks to verify technical documentation requirements are met, i.e. :
correct numbering (internal and external requirements)
electronic file type formatgeneral document formattingrevision identification schemecorrect checking / approving signature rulescorrect and applicable regulatory registration / association stampsphysical document aspects such as :scan resolution
sizeorientationpage numberingdate formatspecific client requirementsManage and prioritize DC work packages for project using project schedule (procurement / subcontracts, construction, etc.)Assist in processing client comments to T.EN documentation through EDMS systemProvide Engineering Quality KPIs to the DC Center Lead by the 1st working day of every monthAnalyze and capture Engineering Key Performance Indicators related to Document ControlAttend Kick Off Meetings and provides updates (project, vendor and subcontractor) to department managementManage incoming and outgoing supplier documentation per distribution matrix through EDMS systemManage supplier review process (manual or electronic)Assist in establishing and maintaining project-specific filing systems (electronic and hardcopy)Assist in training seconded staff on project-specific filing systems (electronic and hardcopy)Advise Project Manager, Engineering Manager or Project Information Manager of any scope additions, subtractions, or deviations being requested by internal / external sourcesResponsible to prepare, obtain approval from Document Control Center Lead, and deliver project scope or procedure deviation noticesCommunicate to the Document Control Center Lead, weekly, the project status (delays, opportunities, client satisfaction, budget)Establish and deliver, per schedule, the required document control delivery reportsUpdate, verify correctness, and issue the Document Control Monthly Report by the 5th working day of every monthIdentify, correct, and manage record quality trends such as database attribute error rate, document rejection for quality issues, etc.Lead the preparation, implementation, execution, and update of the Site DC PlanReview and implement site document distribution matrix for controlled documentsAssist with receiving and distributing of construction-created documentation (e.g. inspection records, sketches, Technical Queries (TQ), Field Change Requests (FCRs)Manage daily notification report to job-site personnel, as requiredExecute electronic validation of project records via random sampling during project execution, as requiredPlan, execute, and close out any findings in the Document Control Technical Reviews and TRAI (observations) by the identified complete by datesParticipate in project level quality audits (i.e. Internal)Participate in company level quality audits (i.e. DNV ISO)Manage audits for site controlled and subcontractor drawings, as applicableParticipate in any Lessons Learned activitiesCreate, implement, and execute the final client turnover plan based on contractual requirements; with the Project Information Manager, as applicableDefine and apply project closeout plan, own scopeProvide plans and coordinate completion of final job books or other final deliverables hand-over by working with Project Information Manager and contract requirementsAssist in collection, maintenance, and destruction of hardcopies of controlled documentationReview and apply project-specific records retention scheduleDispose of non-official or obsolete records accumulated during project executionReview records retention plan with Contracts Administrator, Warranty Manager, and Records CoordinatorPrepare and transfer project records (hardcopy and electronic) to the Records Archive CoordinatorProvide timely and regular (i.e. monthly) training to the project team in relation to document management toolsPlan, schedule, coordinate and follow up on tasks for seconded document control staff (Document Control Specialist, Document Control Assistant)Monitor daily and report immediately any performance, compliance, or other personnel issues concerning subordinates to the Document Control Center Lead, Supervisor, or Project Information and Execution Systems DirectorApprove timesheets of seconded personnel (if applicable)Provide input to seconded personnel performance development planning and trainingProvide input to seconded personnel yearly performance appraisalsParticipate in any department level UAT (User Acceptance Test) activities as required for systemsAct / participate as local system support, as requiredPromote departmental improvement / developmentCommunicate process improvement ideas to the department such as GOPS updates, work instruction improvements, etc.Manage own individual training and / or development plan based on own career goalsProvide consistent (daily) communication and targeted customer service to internal (e.g. project disciplines, other departments) and external (e.g., subcontractors and clients) customersTravel (local or international) as requiredScan industry for trends in information / document delivery solutions, processes, or tools and share with the Document Control SupervisorConsistently demonstrate effective clerical, organizational and typing skillsConsistently demonstrates effective time management skillsWe offer you not only a job, but an inspiring journey in a truly global environment where you team up to break down boundaries thanks to the innovation, creativity and pioneer spirit which drive our people.
About You
Wed love to hear from you if your profile meets the following essential requirements :
Minimum : High School Diploma, or foreign equivalentPreferred : Bachelors Degree in IT or IM4 12 years of document control experience or 4 years experience in document control similar role, or 2 years and 4 years equivalent experience in other project support role (e.g. Administrative Assistant, Project Controls, QA, Procurement, etc.)Excellent knowledge of (Engineering, Procurement, Construction) EPC information lifecyclesMinimum 4 years in Oil & Gas Engineering or Exploration and Production industriesDeveloped and observable interpersonal, coaching, and communication skills across multiple organization levelsExperience starting, controlling, and closing projectsWorking knowledge of Microsoft Office suite (Word, Excel, and PowerPoint)Excel skills include basic formulas to return results, cell and table formatting, conditional formatting, etc.
PowerPoint skills shall include concise layout to support message delivery (not be message delivery)PowerBI skills shall include data formatting and report buildingWorking knowledge of Adobe Acrobat and / or similar PDF productivity tool (basic navigation, use of comment tools, manipulate pages, add or extract pages, set-up signatures / stamps, redaction, bookmark, search for content, printing, adjust document viewing size, etc.)Be able to correctly and safely lift up to at least 50 lbs. such as moving record file storage boxes or mail packages received from outside sources such as vendors, partners, subcontractors, clients or regulatory agenciesPossess and demonstrate effective oral and written communication skillsAble to establish and maintain proactive positive and professional relationships with all levels of personnelDemonstrates intermediate database skills and the ability to troubleshoot database issues needing Level 1 / 2 support for resolutionAbility to work alone with minimal supervision after instruction has been providedSelf-motivation and proven ability to work independently by identifying and implementing solutions, without guidance that deliver the departments scope for successful (an on time, on budget, safe) projectNice to have :
College diploma, University degree, or foreign equivalentBilingual (any; Spanish or French preferred)Possess a broad knowledge of other Document Control systems used in the industry such as OpenText, McClaren, Documentum, Sharepoint, etcCertification & membership in : AIIM (Enterprise Content Management Association), ARMA (Association Records Managers and Administrators), CRM (Certified Records Management) or equivalent, PMP (Project Management Professional), CII (Construction Industry Institute)In our continuous journey to developing and building culture of inclusion, we adhere to four Inclusion Gold Standards.
We challenge our biases and embrace diversity of thought.No one has all the knowledge and solutions, collectively we do.We foster a caring environment where people are respected, comfortable to share and be heard.We promote active listening for effective decision and action.Whats Next?
Once receiving your system application, the Recruiting Team will screen and match your skills, experience, and potential team fit against the role requirements. We ask for your patience as the team completes the volume of applications within a reasonable timeframe. Check your application progress periodically via personal account from created candidate profile during your application.
We invite you to get to know more about our company by visiting www.technipenergies.com and follow us on LinkedIn , Instagram , Facebook , Twitter , Youtube for company updates.
It is the policy of Technip Energies to provide equal opportunity for all qualified persons and not to discriminate against any applicant for employment because of race, color, religion, national origin, sex, sexual orientation, age, disability, veteran status, citizenship, or any other characteristics protected by federal, state or local law at the Technip Energies location to which this application is submitted. In Addition, as a Federal Government contractor, Technip Energies is an affirmative action employer. If you require accommodation during the application process, please contact the local Human Resources Department.
