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  • Job reference: RMS0128104

Document Control Lead

  • Sector: Oil & Gas
  • Location: Calgary, Alberta
  • Job type: Contract
  • Date posted: 07/11/2013
This vacancy has now been filled.

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The Company:
Our client, a major owner/operator company, requires expertise for their ongoing oil sands mega-projects in Alberta.

The Role:
Our client aspires to implement project execution processes and systems that will position it as an oil and gas industry leader. This position offers an exciting opportunity to contribute to the Project Information Management function and thus to the success of the Capital Projects and technical integrity of the operating Assets by working with a broad spectrum of stakeholders, implementing and improving global Information Management (IM) standards and identifying innovative IM solutions.
To this end the Document Control Lead will:
1) Lead, implement, develop and define procedures and specifications to cover all aspects of the Document Control scope within a given Capital Project.
2) Supervise the Document Control operation throughout the lifecycle of the Capital Project supporting the execution of the project.

Principal Accountabilities:
To this end, on behalf of the IM Delivery Team Lead for the [Region], in the given Capital Project the Document Control Lead will:
1) Develop and implement a set of key procedures and specifications governing the document control process, including document control procedure, document numbering specification, correspondence procedure, archiving specification, translation procedure and other documentation together defining the Document Control framework on the given project.
2) Prepare specifications for documents (requirement, control, delivery) for (a) Internal and external design and vendor documents, and (b) Project correspondence.
3) Comply with the Company Records Management for Controlled and not Controlled documents.
4) Execute project archiving and handover to next project phase / Operations.
5) Manage all paper and electronic document flow within project, and from / to contractors or vendors. Create and maintain document distribution matrix.
6) Establish and coordinate the use of document “team working areas” for uncontrolled documents and informal sharing.
7) Establish and maintain the Doc Control System and Electronic Document Management System (EDMS).
8) Drive improvements within the Document Control scope through leadership, standards, and behaviors.
9) Implement solutions that educate and encourage internal and external stakeholders to become more collaborative and contribute to the project value.
10) Prepare and issue document reports (Monthly Contractor Master Document Register status / progress / forecast, Weekly Company Document review statistics).
11) Liaise with project teams to establish and oversee Project Document Control reports (status, progress and forecast) to be run on a weekly / monthly basis (as required) as part of standard Project KPI functions.
12) Supervise a team of project document controllers and / or manage document control services rendered by a third party provider, often split over a number of locations around the World.

Special Challenges:
1) Coordinating document control activities across a number of Capital Projects which may be at various stages.
2) Working in a highly virtualized environment in a geographically diverse and multicultural team.
3) Ensuring that various disciplines on the Capital Project follow the specifications and the standards.
4) Ability to work in a fast moving, rapidly changing and dynamic environment of a major Capital Project.

Essential Skills / Qualifications:
1) Previous Experience and Exposure
a) Substantial / Extensive experience (8+ years) in the oil & gas industry as a Document Controller with knowledge of document control processes and systems on Major Capital Projects, and of the interface management in the major execution contracts (e.g. FEED, EPC, EPCM)
2) Technical and Business Skills
a) Breadth and depth of knowledge of cross-discipline engineering documents (requirements and use) and discipline approval processes within project teams.
b) Knowledge of Records Management principles and implementation methods.
c) Computer literacy is a must and a good experience in using document control and document management systems as well as in using (at least some of) project reporting software such as Crystal, Business Objects, MS Access, and Excel is essential.
3) Leadership and Interpersonal Skills
a) Experience managing small teams of junior staff personnel.
b) A high degree of skill in written and oral communications.
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