Document Control Specialist

Gastech-Engineering-LLC; Sapulpa (OK); On-site; USD 35,000 - 55,000; Full time

Job summary

GasTech seeks a documents-control specialist to manage flow of technical documents for each production order. You will formally identify, catalogue, store, and coordinate movement of documents through the project life-cycle, interfacing with clients and vendors.

Primary duties include acting as the point of contact for documentation, distributing documents, tracking comments, and maintaining audit records with a strong emphasis on organization, confidentiality, and timeliness.

Qualifications

• A high school diploma or GED equivalent is required.
• Proficiency with Microsoft Office Suite including Outlook, Word, Excel, PowerPoint, etc. is required.
• Strong verbal and written communication skills are required.
• Ability to remain organized with attention to detail in a fast-paced environment.

Responsibilities

• Act as single point of client contact for documentation control.
• Print, distribute and record all documents released through transmittal to relevant work groups.
• Record, circulate client document comments.
• Work within GasTech & customers' document control system including FTP sites.
• Initiate and track vendor document routing to ensure timely responses.
• Maintain history on all project files and data books.
• Prepare/maintain up-to-date document audit records.
• Coordinate and issue documentation to customers and vendors via GasTech FTP site.
• Communicate effectively at all organizational levels.

Skills

Communication skills

Time management

Attention to detail

Organizational skills

Professionalism

Integrity

Confidentiality

Education

High school diploma or GED

Tools

MS Office

Adobe

Job description

Description

JOB SUMMARY:

It is the Purpose of this position to manage the flow of technical and engineering documents for each production order. The responsibility of the position is to formally identify, catalogue, securely store, and coordinate the movement of technical documents throughout the project life-cycle; both internally and externally. It is the goal of the position to establish the GasTech Project Engineering and Management Department as most highly respected and process equipment engineering group in the industries, and for the clients, we serve.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Act as single point of client contact for documentation control.
• Print, distribute and record all documents released through transmittal to relevant work groups.
• Record, circulate client document comments.
• Work well within GasTech & customers' document control system to include FTP sites.
• Initiate and track vendor document routing to ensure timely response on all vendor documents.
• Maintain history on all project files and data books.
• Prepare/maintain up to date document audit records.
• Ensure stick file is released to design for "as built" drawing revisions prior to release of the manual.
• Expedite information to ensure job book/manual is completed per contract requirements.
• Prepare product equipment manuals and data packages.
• Coordinate and issue documentation to customers and vendors through GasTech's FTP site.
• Able to communicate throughout all organizational levels.
• Positive and cooperative attitude.
• Reliable, punctual attendance and excellent time management skills.

SECONDARY RESPONSIBILITIES:

• Assist the project manager with management of schedules and tasks.
• Interact with internal and external clients, scheduling meetings as necessary for the Project Management/Engineering teams.
• Assist in determining the flow of work processes in order of importance.
• Create various project documents using Microsoft Office Suite and other internal computer systems.
• Perform administrative duties such as coordination of activities/meetings.
• Produce a variety of reports as deemed necessary.

Requirements

• A high school diploma or GED equivalent is required.
• Advanced vocational or some college experience is preferred but not required.
• Previous experience in oil and gas and/or manufacturing is required.
• The ability to act with integrity, professionalism, and confidentiality is required.
• The ability to remain organized with a keen attention to detail in a fast-paced environment is required.
• The ability to prioritize tasks and meet deadlines utilizing excellent time management skills is required.
• Strong and effective verbal and written communication skills, interpersonal and conflict resolution skills are required.
• Proficiency in Microsoft Office Suite including Outlook, Word, Excel, Adobe, PowerPoint, etc. is required.