Principal Document Controller

Role Overview

Principal Document Controller at McDermott. This role provides expert solutions to atypical or infrequently occurring document control problems, directly impacting team quality and process improvement.

Role Purpose

The Principal Document Controller solves complex document management challenges based on established practice and precedent, communicates technical information effectively to the team, and drives continuous improvement in document control processes and systems.

Key Responsibilities

Leadership & Team Management

• Direct small or medium document management team as Lead Document Controller
• Supervise document management personnel on projects and provide timely feedback to the Document Management department manager on personnel performance
• Lead the Document Management team of the assigned work area to completion within planned schedule and budget, in accordance with standards, MDR, and project-specific procedures to a high professional standard
• Act as project-based discipline point of contact in communications and meetings with the project team, customer, vendor/supplier and/or subcontractor counterparts, and relevant agencies such as certifying authorities, auditors, and third parties

Planning & Execution

• Plan, organize, and direct all aspects of discipline execution on the assigned project, including scope, deliverables, schedule, and discipline workforce resources, with allocations agreed upon with the Engineering Manager
• Develop the document management execution plan and associated work instructions to ensure alignment with client requirements and McDermott standards
• Become familiar with specific technical aspects of the contract and project team requirements pertaining to document management and project delivery requirements, including standards, procedures, EDMS, and formats
• Ensure interfaces and deliverables are clearly identified
• Manage staffing plans and budgets for projects to ensure appropriate staffing levels and cost management

EDMS & Systems Management

• Gain experience in iDocs
• Develop basic technical skills to complete assigned work
• Ensure project EDMS platform is set up to meet client and McDermott technical requirements
• Ensure proper EDMS training of all project personnel as well as training of document management personnel in Document Management procedures and systems, including Unifi
• Assist in the establishment, maintenance, development, and improvement of document management processes, systems, and tools

Documentation & Information Flow

• Facilitate and expedite the timely flow of technical information amongst project team members and external parties, such as the client and suppliers, via the EDMS
• Ensure seamless sharing of documentation across all project team members and locations to include MOPEX and JV Partners
• Act as a day-to-day interface for the client, suppliers, subcontractors, and others on day-to-day document management issues
• Prepare, review, and issue defined project reports on document status, including the master document register
• Deliver information required for handover and turnover in accordance with project contractual requirements
• Archive project records

Governance & Quality Assurance

• Maintain responsibility for progress and productivity, identifying any required corrective action
• Coordinate all activities within own discipline and discipline interfaces with other disciplines
• Lead Project as Lead Document Controller, engaging the participation of other disciplines
• Advise project management team on document management issues and interface processes and requirements
• Participate in and lead internal and external audits as required

Reporting & Continuous Improvement

• Provide regular status reports to Project and Department Management on Project Document Management workload and any issues
• Ensure active and frequent engagement with MOPEX counterpart/s for the project
• Provide lessons learned from project execution to Project Management and Department Management

Qualifications & Experience

• Bachelor's Degree in any stream or equivalent diploma, preferably in Computer Science
• 10-15 years minimum Document Management experience with a major contractor or consultant
• Wide experience with technical activities, including onshore and offshore operations
• Extensive functional, business, industry, and leadership expertise
• Certified iDocs Trainer (preferable)

Skills & Competencies

• Good knowledge of Electronic Database Management System (EDMS) software, MS Office, and Adobe
• Computer literate in Microsoft programs: Word, Access, PowerPoint, Excel, Project
• Working knowledge of industry-utilized EDMS tools
• Excellent organizational and time management skills
• Detail-oriented, dependable, and willing to handle multiple priorities
• Successful communication skills, business acumen, and decision-making capability
• Ability to work as a team member as well as act as team leader

Additional Information

• Reports to: Project Lead Document Management/PEM or PM; Functional: Department Manager
• Liaises with: Lead Document Management, Project Engineering, Project Management, Department Manager
• Supervises: Assigned Document Controllers