Document Controller

Katalyst-Healthcares-; Houston (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

Katalyst-Healthcares- is seeking a Document Controller to support one or more projects within a dotted-line matrix organization, reporting to the Client Information Manager. The role includes managing project documents, ensuring compliance with document control standards, and coordinating with Contractors and project teams.

Key responsibilities cover document control activities, training, and ensuring timely delivery of information, with minimal travel between offices as needed.

Qualifications

• Experience in document control and information management
• Familiarity with IMS/Document management systems and procedures
• Ability to train and share knowledge with project teams

Responsibilities

• Ensure adherence to Client's Document Control processes, standards, numbering and systems.
• Manage drawings, correspondence, internal and final project documentation.
• Implement procedures aligning with Client's Document Control standards.
• Oversee that Contractor Document Control functions comply with Client's standards.
• Understand DFO requirements for project operations.

Skills

Interpersonal skills

Communication skills

Organizational skills

Self-motivation

Tools

MS Office

Job description

Job Description & Skill Requirement:

Document Controller Job Description:

Document Controller (DC) will be assigned to one or more projects and will function under a dotted-line matrix organization with hard-line accountability to the Client Information Manager based upon project assignments. The DC is accountable to ensure adherence to company standards and processes and will be assigned to support project teams at various offices; minimal travel between offices is required.

Key Responsibilities

• Ensure the effective application of Client's Document Control processes, procedures, numbering standards, tools and systems.
• Perform Document Control activities for the assigned Project Team including the management of all drawings, correspondence, internal documentation, final project documentation, and all project related documents.
• Implement procedures and work processes that adhere to Client's Document Control standards.
• Responsible for oversight and assurance that Contractor Document Control function conforms and delivers to Client's Document Control standards.
• Basic understanding of DFO (Documents for Operations) requirements
• Utilize and share lessons learned in accordance with Client's best practices.
• Responsible for maintaining integrity of the Project information stored in Client's Information Management System (IMS).
• Respond to Project queries and status requests.
• Expedite personnel delivering documents to meet the scheduled delivery of information.
• Ensure information is handed over in compliance with the Client's Document Control requirements, the specific operations business needs and in alignment with the project schedule.

Interfaces:

• Develop and maintain interfaces with key project stakeholders within the Company as well as with the Contractors.
• Represent the Document Management function at relevant project meetings or workshops (e.g. Project Team Meetings and Project Service Meetings).
• Support and champion document management standardization objectives through the provision of training and other knowledge sharing activities.
• Liaise with the Contractor Document Control staff regularly.
• Research and maintain awareness of DC standards and business best practices for project documentation.
• Serve as the point-of-contact for the project team for the management of project documentation and the supporting applications.

Administration:

• Deliver efficient, effective and secure management of documents and Project Team support that includes document capture, quality assessment, rejection as applicable coding, updating, review routing, distribution to ensure that project documents adhere to the documentation requirements (name, revisions, review and approved, etc.).
• Process incoming/outgoing Project Documentation accurately, and in a timely fashion.
• Timely distribution of submitted documents based on pre-approved Document Distribution Matrix (DDM).
• Perform quality assurance to ensure integrity and accuracy of the Project Master.

Document Register:

• Analyze data from the project MDR to identify gaps in documentation.
• Facilitate training and guidance for project team members use of the IMS.
• Oversee the application of document numbers and the delivery of documents to meet project requirements to both internal project team members and Contractors.
• Daily contact with Client Project team members and routine contact with Document.

Control Supervisor:

• Proactive in addressing or sharing issues with others who can address them Essential experience and job requirements.

Skills:

• Sound knowledge of Information and Document Management processes.
• Excellent interpersonal and influencing skills, across the whole project irrespective of seniority, organizational or contractual boundaries.
• High level of self-motivation.
• Strong verbal and written communication and Organizational skills.
• Advanced user of MS Office suite of software.