Document Controller

WHC Energy Services; The Woodlands (TX); On-site; USD 50,000 - 70,000; Full time

Job summary

WHC Energy Services is seeking a Document Controller to manage project and corporate documents, ensuring accuracy, traceability, and quality within the QHSE Management System. You will support project stakeholders by developing folder structures and control deliverables.

Based at our Broussard, LA or The Woodlands, TX offices with travel to project sites as needed. Strong MS Office, SharePoint and PDF tooling skills are essential, and construction documentation experience is a plus.

Qualifications

• High School Diploma is required.
• Degree in a related field preferred.
• 3–5 years in document control or coordinator role.

Responsibilities

• Organize, manage and track proposal and project documents and correspondence.
• Develop document control deliverables as specified by contract requirements.
• Issue documents for squad checks and maintain audit trails.
• Provide reporting for traceability and tracking of document statuses.
• Collaborate with the Project Manager to meet project-level document control needs.
• Coach and train internal stakeholders on document management practices.

Skills

Communication

Training others

Documentation principles

Contract understanding

Microsoft Office

Education

High School Diploma

Degree in related field (preferred)

Tools

MS Word

MS Excel

SharePoint

Adobe PDF

Outlook

PowerPoint

Visio

Job description

WHC LLC (A Surerus Murphy Company) (WHC), is seeking to recruit a Document Controller. The Document Controller is responsible for handling project and corporate documents and records and ensure document control data accuracy, traceability, quality and integrity in adherence to the QHSE Management System.

KEY RESPONSIBILITIES

• Organize, manage and track proposal / project documents and correspondence including electronic and hard copy documents. Work with project stakeholders to:
• support development of proposal and project folder structures that suit the structure and flow of information
• develop document control and information management deliverables as specified by contract requirements
• issue documents for squad checks
• provide reporting for traceability and tracking of document and drawing statuses
• follow up on overdue reviews and delayed approvals
• maintain the audit trail of reviews undertaken
• maintain document and correspondence registers ensuring document numbers are unique, correct revisions are used and distribution is tracked
• ensure document management standards are met and followed
• Be a key partner to the Project Manager to ensure document control requirements at project level are met, using both internal (SMJV) and client standards.
• Support internal stakeholder requests for document updates by facilitating template development, preparation and set up, technical writing and digital form development as required
• Coach and train internal stakeholders at all levels of the business on document management practices and document development
• Analyze, research and resolve documentation issues
• Lead and / or contribute to optimization and development of governance documentation (i.e., standards, processes, work instructions, etc.)
• Collaborate closely with Quality Control Leads and Administrators to compile and submit turnover packages, including (when required) bookmarked PDF files from approved documentation for turnover packages
• Participate as a SME in client, regulator and other audits when required
• Assist with paper and electronic records filing and quality assurance, and perform administrative tasks as needed

Note: In addition to these duties personnel are required to carry out such other duties as may be reasonably required in order to support the objectives of the company.

POSITION REQUIREMENTS

Qualifications

• High School Diploma.
• Degree in a related field and/or combination of education and relevant experience (preferred).
• Experience 3-5 years of experience in a document control or coordinator position.
• Document control experience in the construction industry or with an EPCM is considered an asset.

Skills and Knowledge

• Exceptional communication skills and comfort in presenting to or training groups of people.
• Knowledge of document management principles, procedures and practices.
• Technical writing, proofreading, formatting, and editing ability highly recommended.
• Familiarity with engineering drawings and construction documentation is an asset.
• Understanding of contracts and contract structures is an asset.
• Expert knowledge of Word and Excel are critical, with proficient knowledge of other MS Office Suite programs (Outlook, PowerPoint, Visio, Access).
• Proficient knowledge of SharePoint.
• Proficient knowledge of Adobe or equivalent PDF software.

WORKING CONDITIONS

This position can be based at our Broussard, LA or The Woodlands, TX office. Travel to project sites is required.

REPORTING RELATIONSHIPS

The Document Controller reports to the Director Risk, Assurance and Compliance. The position has no supervisory duties.

EEO Statement

WHC Energy Services is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veterans' status, gender identity, or any other characteristic protected by law.

We thank all applicants in advance. Only those selected for an interview will be contacted.