Document Controller

The Hawk Group; Anchorage (AK); On-site; USD 70,000 - 95,000; Full time

Job summary

The Hawk Group is seeking a Town-based Document Controller to support project teams in Anchorage, Alaska. The role focuses on care, custody, and control of compliance documents, interfacing with contractor document control staff, and ensuring safety leadership in project activities.

You will manage electronic document systems, oversee transmittals, and support DRAM/distribution matrices while coordinating with Engineering & Fabrication teams to ensure adherence to client document control

Qualifications

• Bachelor's degree or equivalent work experience in Business Administration, Library Science, Project, or Construction Management and at least 3 years of Document Control or related experience in the Oil and Gas industry
• Experience within the oil and gas industry and understanding of field Document Control requirements during life cycle of an oil field

Responsibilities

• Demonstrate understanding of project scope and document control impact
• Maintain understanding of documents including Engineering, Construction, Vendor, and As-Builts
• Ensure compliance with Client safety standards
• Manage care and control of compliant documents and distribute as required
• Administer electronic document management systems and perform technical reviews in Pims
• Coordinate training for Engineering & Fabrication Contractor teams on document control requirements
• Update DRAM and distribution matrices with current approvals
• Facilitate formal transmittals to contractor organizations
• Audit non-technical content and resolve drawing package discrepancies
• Escalate document control issues to project staff as needed
• Generate metrics for weekly Document Control reporting
• Improve and communicate Document Control procedures and templates

Skills

Multitasking

Attention to detail

Team player

Escalation when needed

Communication skills

Adaptability

Prioritization

Interfacing with stakeholders

Education

Bachelor's degree or equivalent

Tools

Pims DCS

SharePoint

Job description

Our Vision:

Hawk is where the best workers power the world’s most successful projects. We are united by a common mission: to deliver services and technology that fundamentally change how skilled workers and the businesses they serve get hard work done.

Job Description:

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 Client representative, it is required that this role provides Safety and Environmental leadership. This role is required to participate in Contractor and Client safety meetings and is required to speak up if unsafe acts are witnessed. The Town-based Document Controller contributes to key project services processes and deliverables in support of project execution.

Responsibilities:

• Demonstrate an understanding of the project scope, execution plan, various contracting scopes of work and how they affect document control management
• Maintain 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 of Client 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 Client'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 Client 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 Client Document Control and Contractor provided 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 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 elevate document control related issues as needed for awareness/necessary intervention

Skills and Qualifications:

Education:

• Bachelor's degree or equivalent work experience in Business Administration, Library Science, Project, or Construction Management and at least 3 years of Document Control or related experience in the Oil and Gas industry

Experience:

• Experience within the oil and gas industry, including the general understanding of field Document Control requirements during the life cycle of an oil field (i.e., Project execution phases vs. Operations & Maintenance)

Skills:

• 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
• Aptitude for establishing effective working relationships with many interfaces, good critical thinking skills, and an understanding of when and how to **escalate** issues on the job
• 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
• High standards of customer service when interacting within the Project and with outside Contractors as well as the ability to work within a diverse cultural and global environment
• Strong written, oral communication and presentation skills