Senior Document Control Specialist

McDermott • Houston, TX

4d

About The Position

The Senior Document Control Specialist applies best practices and knowledge of internal and external issues to improve McDermott’s Document Control discipline. The role serves as a resource for less experienced colleagues, sharing practical and conceptual expertise, and resolves complex problems using discipline-specific knowledge. It supports customer, operational, project, and service activities while ensuring work follows applicable guidelines and policies.

The specialist manages document-control activities for assigned projects, including maintaining the project EDMS, tracking and distributing documentation, facilitating the flow of technical information, preparing document-status reporting, and supporting project handover and archiving. When acting as Lead Document Controller, the role may direct a small or medium document-management team, lead project document control, coordinate discipline interfaces, manage execution against scope, schedule, budget, and standards, and serve as a project point of contact for internal and external parties. The position may also manage staffing and budgets, supervise document-management personnel, provide training, and participate in audits and process improvement.

The role reports to the Lead Document Management/PEM for project matters and to the Department Manager functionally. It liaises with Lead Document Management, Project Engineering, Project Management, and the Department Manager, and supervises assigned Document Controllers.

Requirements

• Professional, postgraduate, or bachelor’s degree.
• 8–15 years of experience in Document Management with a major contractor or consultant.
• Good knowledge of Electronic Database Management System (EDMS) software, MS Office, and Adobe.
• Computer literacy in Microsoft Word, Access, PowerPoint, Excel, and Project.
• Working knowledge of EDMS tools used in the industry.
• Broad experience with technical activities, including onshore and offshore operations.
• Functional, business, industry, and leadership expertise.
• Ability to work as a team member and to act as a team leader when the position is a Lead position.
• Excellent organizational and time-management skills.
• Detail-oriented, dependable, and willing to handle multiple priorities.
• Successful communication skills, business acumen, and decision-making capability.

Nice To Haves

• Certified iDocs Trainer.

Responsibilities

• Gain experience in the iDocs work area and develop technical skills to complete assigned work.
• When acting as Lead Document Controller, direct small or medium document-management teams and lead project document-control activities, engaging other disciplines.
• Coordinate activities within the discipline and interfaces with other disciplines.
• Lead the document-management team for the assigned work area and complete work to schedule, budget, project standards, MDR, procedures, and required quality standards.
• Plan, organize, and direct discipline execution, including scope, deliverables, schedule, and manpower resources, agreeing allocations with the Engineering Manager.
• Ensure interfaces and deliverables are clearly identified; monitor progress and productivity and identify corrective actions where needed.
• Serve as the project-based discipline point of contact in communications and meetings with the Project Team, customers, vendors, suppliers, subcontractors, certifying authorities, auditors, and other relevant parties.
• Develop or contribute to the Document Management Execution Plan and related work instructions in alignment with client requirements and McDermott standards.
• Become familiar with contract and project requirements for Document Management and project delivery, including standards, procedures, EDMS, and formats.
• Ensure the project EDMS platform is configured to meet client and McDermott technical requirements.
• As applicable, manage project staffing plans and budgets to support appropriate staffing and cost management.
• Advise project management or the document-management lead on technical document-management issues and interface processes and requirements.
• Accurately track, log, and distribute internal and external document releases, including associated metadata.
• Ensure documentation is shared across project team members and locations, including MOPEX and JV partners.
• As applicable, act as the day-to-day interface with clients, suppliers, and subcontractors on document-management issues.
• Facilitate and expedite the flow of technical information among project personnel and external parties through the EDMS.
• Contribute to document-management status reporting; prepare, review, and issue defined project reports, including the Master Document Register.
• As applicable, supervise project document-management personnel and provide timely performance feedback to the department manager.
• Ensure project personnel receive appropriate EDMS training and document-management personnel are trained in procedures and systems, including Unifi.
• Assist in establishing, maintaining, developing, and improving document-management processes, systems, and tools.
• Participate in and lead internal and external audits as required.
• As applicable, provide regular status reports to project and department management on workload and issues.
• Engage actively and frequently with the project’s MOPEX counterpart or counterparts.
• Deliver information required for handover and turnover in accordance with contractual requirements.
• Archive project records.
• Provide lessons learned from project execution to project and department management.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior