Job description:Document Control Supervisor
Review, process, handle, inspect and supervise the intake, issuance, management, filing and storage of company documents for commercial, industrial, petrochemical, or energy projects.
Your scope of responsibility
- AutoDesk Vault Administration for all CAD documentation
- Purchase requisition entry for Engineering Department.
- Upload new equipment documentation to SAP Hana and SharePoint
- Links new equipment documentation to PCMS
- Manages our off-site document storage.
- Handling intake, scanning, verification, issuance and storing documents.
- Filing and archiving relevant documentation.
- Retrieving files for other employees and contractors when needed.
- Designing templates for documents, file types, and document databases.
- Develop and maintain a filing structure for all relevant project documents per discipline, contractor, or authorities.
- Checking and editing documents for accuracy and compliance.
- Controlling the flow of documents in and out of the various contractors, vendors, or departments.
- Reporting errors or developments regarding document storage.
- Maintaining the security of confidential documents.
- Ensuring the secure destruction and disposal of sensitive documents.
- Updating and maintaining document management systems and physical records.
- Training of other staff members on document control procedures
- Prepare and participate in audits related to project document control
- Assisting employees with accessing documents through our document management system
- Direct or coordinate the document distribution to ensure compliance with contractual requirements standard practice, or project needs.
- Prepare transmittal forms when distributing documents and maintain file of signed transmittal forms
- Prepare various reports as needed (e.g. document review status) and provide input to progress report and time schedule
- Receiving as built documentation of construction contractor and integrate into overall filing structure.
- Assist QA/QC department in structuring and filing of QC document packages for handover.
- Always present a professional image to clients and vendors and maintain a positive reputation of the company.
- Work with a multi-disciplined team to organize, initiate and develop the work execution of Capital Projects.
- Follow all relevant company policies and procedures.
- Assists other departments and other administrative personnel, as necessary.
- Perform other tasks as assigned.
What you bring to OCI
Education, Experience, and/or Training
- High school diploma or equivalent required.
- Associate degree or equivalent from a two-year college or technical school plus eight (8) years or more of related experience; or ten (10) years or more of related experience, required.
- Bachelor’s degree in business administration is preferred.
- Knowledgeable in the establishment and application of document management systems, processes, and software tools
- Excellent technical and practical skills and able to consistently deliver quality, accurate and timely wor
Knowledge, Skills, and Abilities
- Able to make tough decisions and lead and manage others in changing business conditions.
- Excellent people management skills such as leadership, team, interpersonal, coaching, mentoring and supervisory skills. Must be able to build, motivate, develop, and manage an effective team.
- Excellent management skills including the ability to plan, set goals; and manage time, priorities, resources, accountabilities, schedules, and cost.
- A person of integrity who is trusted by others and consistently honors their commitments.
- Able to identify issues, problems, and opportunities; make timely decisions; develop appropriate and innovative solutions; and ask for assistance if required.
- Excellent verbal and written communications skills, including the ability to convey information and ideas to individuals and groups, and make presentations when required.
- Competent with applicable document management system, regulations, and procedures.
- Ability to communicate effectively with a variety of individuals including employees, management, and other levels of company employees, on both a one-to-one basis as well as in small groups.
- Able to earn trust/respect and build relationships at all levels. Desires to grow with & support the organization’s mission.
- Ability to use general authority to make decisions that affect departmental or technical operations.
- Ability to work in a fast pace, high stress environment.
- Provide attention to detail and ability to produce results.
- Ability to interact with team members and meet strict deadlines.
- Strong verbal and written communication skills.
- Ability to use personal computer software for word processing, spreadsheet and database applications.
- Transportation Workers Identification Credential (TWIC)
Software
- Proficiency in Microsoft Office, including Excel and Adobe Acrobat required.
- Experience with SAP required
- Experience with SharePoint required
- Experience with Blue Beam preferred
Benefits
OCI offers a comprehensive, first-class benefits package. These benefit plans provide a wide range of benefits and protection for the employees and their families. Full-time employees are eligible for medical, prescription drug, dental, vision, life, and disability insurance coverage upon hire. OCI also offers a 401(k) program with a company matching benefit and an extra 3% Safe Harbor match. Full-time employees of OCI receive paid holidays, a floating holiday to celebrate diversity, PTO, as well as many other programs such as paid parental leave and educational reimbursement.