Maintenance Records Coordinator

ENEC Operations; United Arab Emirates; On-site; AED 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a dedicated Document Control Administrator to oversee the management of technical documents and records. This role is crucial for ensuring compliance with regulatory and security requirements while supporting maintenance planning operations. The ideal candidate will have a diploma and at least two years of relevant experience, with a strong emphasis on document control management. Join a dynamic team where your contributions will help maintain high standards of quality and safety in operations, making a significant impact on the organization's success.

Qualifications

• 2 years of relevant experience in document control or equivalent.
• Experience with ISO 9000 Certification is preferred.

Responsibilities

• Manage documents and records to ensure compliance with standards.
• Provide administrative support to maintenance planning sections.
• Support outage and emergency response activities as assigned.

Skills

Document Control Management

Records Management

Administrative Support

Quality Control

Education

Diploma

Job description

Job Purpose

Provide day-to-day administration of Electrical, Mechanical, Instrumentation & Control (I&C), Fix-It-Now (FIN), and Support Maintenance Planning's quality document control and records management to ensure program-wide compliance with regulatory and security requirements.

Key Activities, Responsibilities & Accountability

1. Documents and Records Management

• Collect hard copy documents, scan, and upload soft copies into the system following established procedures to ensure records are captured and managed according to standards and best practices.
• Track all technical documents such as drawings, reports, specifications, etc., to register them in document and record systems for easy access and retrieval.
• Ensure all documentation is controlled using the approved document management system, including conducting quality checks, maintenance, version control, and monitoring electronic folder structures.
• Notify registered document users of updates, issue controlled hard copies, and send email notifications to ensure users have the latest versions.
• Monitor the Document Control Library Storage and retrieval processes to ensure compliance with procedures and policies.
• Draft and file maintenance work packages for distribution, ensuring clear communication of contents to maintenance, work management, and engineering teams.

Administrative Support

• Provide basic administrative support to maintenance planning sections to ensure smooth operations.
• Create and maintain logs of activities and events to ensure compliance with regulatory, industry, and corporate requirements.
• Maintain workload reports to analyze productivity and work completion, ensuring compliance with relevant standards.

Outage and Emergency Response Organization (ERO) Support

• Support outage and ERO activities as assigned to ensure safe, reliable, and continuous operations, which may include shift work or off-hours support.

The incumbent is expected to perform standard activities as per attachments 4 & 5 in the Job Description procedure related to Health, Safety and Environment, Security, Business Continuity, People Management, Excellence, and Quality Management.

Professional Certifications

Minimum: N/A

ISO 9000 Certification.

Qualifications

Minimum:

• Diploma
• 2 years of relevant experience or equivalent as per Job Description Procedure (HR-PRC-0004).

Experience in Document Control Management System is preferred.