Town Based Document Controller Reporting to the Senior Project Services Manager, the Town based Document Controller works closely with the Project Team in a Project Services support role. This role provides project document control support to project personnel and serves as a key interface for project contractor document control staff. This role is responsible for providing care, custody, and control of compliance-controlled Project documentation. As a Santos representative, it is required that this role provides Safety and Environmental leadership. This role is required to participate in Contractor and Santos safety meetings and is required to speak up if unsafe acts are witnessed. The Town based Document Controller contributes to the following key project services processes and deliverables in support of project execution.
Essential Duties:- Demonstrate an understanding of the project scope, execution plan, various contracting scopes of work and how they affect document control management.
- A solid understanding of industry standards around the management of various types of Documents and Drawings including Engineering, Construction, Fabrication, Vendor, As-Builts, and Turn-over Document Management processes and tasks.
- Remain fully compliant with the safety standards at all times.
- Facilitate and manage the proper care, custody and control of compliance-controlled documents including, but not limited to routing, publishing, distribution, printing, auditing, and storing on the various project repositories.
- Facilitate and administer management of the electronic project document management system.
- Initiate and administer the technical review process including initiating technical reviews of documents and drawings in Pims, assigning the correct reviewers and returning finalized comments back to the originating Contractor.
- Coordinate and/or provide training and guidance to Engineering & Fabrication Contractor document control teams to ensure adherence to Santos's document control requirements.
- Manage and update the Document Review and Approval Matrix (DRAM) with current approvals and distribution by team/scope.
- Manage and update the Document Distribution Matrix with current approvals and distribution by team/scope.
- Facilitate the formal transmittal of Santos documents to contractor organizations.
- Facilitate the formal review and acceptance of contractor / vendor created deliverables.
- Audit non-technical content and resolve drawing package discrepancies working with contractors as needed.
- Provide proactive escalation as needed when Document control issues require awareness and/or intervention from Project team members outside of the Document control team.
- Provide information as needed on document/drawing processing metrics to support weekly Document Control management reporting.
- Ensure the overall quality of the documentation effort by facilitating the continued development/improvement, review and communication of Document Control procedures, processes, templates, and plans.
- Facilitate care, processing, control, and technical reviews of documents and drawings in Pims DCS & SharePoint, including routing, transmitting, publishing, distribution, work package non-technical content auditing, printing, general auditing, and storing via and on the various Project repositories
- Facilitate the continued improvement, development and review of Document Control processes, procedures, document/drawing distribution matrices, and templates for Santos Document Control and Contractor provide Document Control plans.
- Perform electronic project document management system lead duties including system updates to support project requirements. Act as SME to onboard new users and address user questions.
- Maintain a working knowledge of the Client Operations document management system and management of change process; facilitate document management interface between Projects and Operations.
- Attend pertinent project meetings, provide necessary inputs to regular reporting, and proactively escalate document control related issues as needed for awareness/necessary intervention.
- Support AES zero-incident safety culture and assume personal accountability and responsibility for safe work practices in all projects, activities, and operations.
- Other duties will be assigned to this position as needed.
Required Experience:- Bachelor's degree or equivalent work experience in Business Administration, Library Science, Project, or Construction Management
- At least 3 years of Document Control or related experience in the Oil and Gas industry
- Excellent ability to complete multiple and diverse time bound tasks with high attention to detail/accuracy while determining the correct priority under minimal supervision
- Exceptional productivity and communication skills
- Must have the ability to work as an interactive team-player or autonomously
- Ability to work and thrive in a work environment that includes regular change and requires the individual to take initiative to seek clarity as well as patience
