Document Control Specialist II

Summary

The Document Control Specialist is responsible for sending, receiving, distributing, circulating, tracking, expediting and archiving official records and/ or documents required for the assigned function, required by the customer, or for the purposes of assembly and production of a data book. The role is responsible to ensure that required documents are collected and are accurate prior to submission to the customer, submission into a data book, or in providing the documents to Project Management for further submission to the customer. 

Principle Responsibilities and Duties

• As required by the specific Document Specialist position, collect required documentation with the function for submission to Project Management or the customer or develop required data book for Exterran and customer as defined per applicable codes, international standards and customers.
• Ensure document control function performed per corporate procedures and project requirements in a timely and efficient manner.
• Organize all Data and Document Control deliverables and activities as defined in the project management plan and monitor the timely delivery of these deliverables.
• Facilitate the flow of information and communication as required between clients, fabricators, vendors, subcontractors, and staff; expedite deliverables.
• Organize necessary filing and archiving of technical documents.
• Track the submissions and returns of critical product documents throughout the entire project.
• Report status of documentation in relation to project schedule and milestone priorities to Project Management and relevant project personnel.
• Compile required documentation for turnover of the final product document package.
• Manage and maintain Company templates and information on the company server.
• Drive improvements and efficiencies in our data management systems and processes.
• Maintain an attitude conducive to continuous improvement and be an active contributor to the teamwork concepts.
• Other task support as required.

Qualifications

Required Experience & Skills

• 2-4 years of experience in a similar role within the Oil & Gas industry
• Basic knowledge of ISO 9001, ASME Standards, National Board Registry of pressure vessels.
• Experience using a Document Control application.
• Proficient in Electronic Data Management System (EDMS) administration such as SharePoint, Vault, Documentum, Open Text, Intelex, etc.
• Ability to prepare clear, accurate and concise reports, charts and graphs.
• Ability to prioritize work effectively to meet changing demands; ability to multi-task.
• Ability to anticipate needs and work independently with minimal supervision.
• Ability to collaborate cross-functionally to problem solve and to work independently on problem solving.
• Display a flexible approach to work and ability to adapt to change.
• Strong organization skills with attention to details; ability to maintain and organize records and reports.
• Strong customer service and interpersonal skills, including verbal and written communications.
• Accurate and fast data entry skills; ability to scan large volumes of documents.
• Ability to be on your feet for several hours to scan documents; able to follow safety guidelines in moving heavy boxes of documents when needed.
• Proficient in the use of Microsoft suite of office software applications (Adobe, Word, Excel, Outlook); demonstrated experience scanning.
• Fluency in English is mandatory in reading, writing and oral communication.
• Able to work under pressure in a fast-paced environment.

Preferred Education

• Bachelor’s degree

Preferred Experience & Skills

• Fluency in Spanish in reading, writing, and oral communication is preferred in U.S. and Latin America; Arabic preferred in Middle East; Chinese/Thai/Indonesian preferred in Asia.

Preferred Training & Certifications

• LSS (Lean Six Sigma) white belt.
• Four plus years of experience in document control / information management.
• Technical document control experience in the oil and gas industry.

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Physical Requirements

Fast-paced general office environment. Many tasks have high degrees of time sensitivity.