Document Controller

Roles and responsibilities

• Support in analyzing, organizing and managing the document management processes and activities in accordance with Saipem procedures. Provide monitoring of resources and interface with Document Controllers, Function Representatives and Document Service Assistants involved in the Project on Document Management topics. Ensure knowledge transfer and preservation of Document Management topics across Saipem
  

Job Tasks

• Support the Organization and Logistic analysis of the specific project, as well as the analysis of all involved Entities
• Support and assist in defining the Project Document Management Process and setup the Project Progress Cal culation
• Control and monitor Client Approval Process and Document submission to the Client
• Support in defining, organizing and managing the Final Project documents handover to the Client
• Transfer, preserve and maintain the D ocument Management Knowledge
• Ensure Document Management Methodology and Procedures maintenance and compliance, preparing the relevant project procedures
• Support and assist in organizing and controlling Reports
• Provide Help Desk support on the Document Management Tools in use
• Organize Document Register and Master Data List activities
• Ensure training and assistance on Project Document Management topics, including distant sites
• Support the Project Manager and the Risk Owners in minimising risk impacts and maximising opportunities identified within the Project
• Control and monitor progress calculation, document list status, workflow, internal distribution, transmittals, etc.
• Upload Project Templates and Contractual Documentation into the system
• Control or assist in workflows management and document distribution
• Control or assist in linking document to activities, purchase request/order, to plant structure, etc.
• Control documentation formal correctness

Desired candidate profile

• Industry Knowledge: Experience in the specific industry (e.g., construction, engineering, healthcare) can be beneficial.

Skills

• Organizational Skills: Strong ability to manage and organize large volumes of documents efficiently.
• Attention to Detail: Meticulous in reviewing documents for accuracy, completeness, and compliance with standards.
• Technical Proficiency: Proficient in document management software (e.g., SharePoint, Aconex) and Microsoft Office Suite (Word, Excel, PowerPoint).
• Data Entry Skills: Accurate and fast data entry skills with a focus on maintaining data integrity.

Personal Attributes

• Analytical Thinking: Ability to analyze documents and processes for efficiency and compliance.
• Team Player: Collaborative mindset with the ability to work well within a team and support various departments.
• Adaptability: Comfortable working in a fast-paced environment and able to adjust to changing priorities.

Additional Requirements

• Communication Skills: Strong verbal and written communication skills for effective interaction with team members and stakeholders.
• Confidentiality: High level of integrity and discretion in handling sensitive documents and information.
• Problem-Solving Skills: Capable of identifying issues in document management processes and proposing solutions.