Job Description:
- The Document Control Coordinator will compile and maintain control records and related files.
- This position is responsible for information exchange between client and Client/Vendor using document management software or using the customer provided document management system.
- The Document Control Coordinator will assist all personnel within the document control discipline in the day to day activities of Quality Control document control and also carry out general administrative functions for the Quality Control department.
Essential Duties & Responsibilities
- Provide assistance to all Quality Control Groups in relation to Quality Control, customer and vendor document control activities.
- Generate Document Transmittals and issue/distribute documents and inspection notices for Client review/approval.
- Monitor the flow of documents and inspection notices to and from different disciplines, highlight areas of concern to immediate supervisor and resolve the issues immediately.
- Organize document filing and retrieval in accordance with Quality Control procedures.
- Generate required reports on a defined schedule or as and when required.
- Monitor and track 3rd party inspection invoices, POs and budgets
- Monitor and track quality department manhours
- Assist with the generation of Calibration Certificate Document Packages for all projects assist, as necessary to generate/revise the HRSG quality record packages
- Help users with any questions related to the use of the document management software.
- Help users with converting documents to pdf formats.
- Inform Supervisor/Management of Project Document submission status.
- Coordinate the transfer of Quality Control technical documents
- Monitor the comments management, Quality Control, and vendor Document Control activities.
- Improve the visibility of documentation submitted and processed on time in accordance with project schedules.
- Track and issue inspection notifications according to project schedules
- Ensure document transmittals are acknowledged in a timely manner.
- Ensure all project correspondence is filed correctly.
OTHER DUTIES & RESPONSIBILITIES
- Apply best practices of industry standards in records and information management and related disciplines to design and implement improvement in the effectiveness and efficiency of the client Records Management Program.
- Participate in proactive team efforts to achieve departmental and company goals.
- Comply with all safety policies, practices and procedures.
- Protect confidential information by not communicating, disclosing to, or using for benefit of 3rd parties.
- Perform such other duties as may be required.
KNOWLEDGE, SKILLS & EDUCATION
- To perform this job successfully, the individual must be able to perform each essential duties satisfactorily.
- The requirements listed below are representative of the knowledge, skill, and/or ability required.
Education and/or Experience:
- Minimum of Associates Degree in Business or Technical Discipline e.g. Engineering, Computer Science, from an accredited two year institution of learning or at least five (5) years related experience and/or training; or equivalent combination of education and experience with engineering, design and/or construction companies.
- Familiar with power generation or industrial processes in relation to document transmission and recording.
Language Skills:
- Ability to write reports and business correspondence.
- Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Mathematical Skills:
- Ability to work with mathematical concepts to apply concepts such as fractions, percentages, ratios, and proportions to practical situations
Reasoning Ability:
- Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
- Ability to deal with problems involving several concrete variables in standardized situations.
- Must be able to multi-task, prioritize and delegate tasks readily.
Computer Skills:
- Very good knowledge of database, project management, spreadsheet, and word processing software, and electronic mail. Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) software and Document Management software.
- Knowledge of SharePoint.
Attitude and Teamwork:
- Individual/s must possess an excellent attitude working in a team environment and always be willing to learn and improve skills and knowledge aimed at being the best they can.
PHYSICAL DEMANDS & WORK ENVIRONMENT
- The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Regularly required to stand, walk, talk and/or hear.
- Frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
- The noise level in the work environment can be loud.
- Eye and Hearing protection may be recommended and/or required in some areas, especially if requested to perform activities in warehouses and/or at Supplier shops.