Document Controller

4 weeks ago

bangalore, India SBM Offshore Full time

Our Vision.

SBM Offshore believes the oceans will provide the world with safe, sustainable and affordable energy for generations to come. We share our experience to make it happen.

Our Profile.

We design, build, install and operate offshore floating facilities for the offshore energy industry. As a leading technology provider, we put our marine expertise at the service of a responsible energy transition by reducing emissions from fossil fuel production, while developing cleaner solutions for renewable energy sources. More than 7,000 SBMers worldwide are committed to sharing their experience to deliver safe, sustainable and affordable energy from the oceans for generations to come. Together, we are driving progress forward in a

#OGJS

ROLE PURPOSE
The Document Controller/ Project Support is responsible for the coordination of records and
information from creation/receipt through processing, distribution, organization, storage and retrieval,
and ultimate disposition. You ensure documentation is systematically managed and aligned with the
Company’s (Document) Management Systems and processes.
As Document Controller/ Project Support, you provide guidance and support to Project Management
teams, internal staff, vendors, subcontractors and clients when needed.
You are also responsible for document coordination efforts and effective technical writing in the
creation of documented procedures.
You apply and uphold SBM’s policies and procedures in support of the respective population with a
high degree of customer focus, discretion and confidentiality.

ROLE CONTRIBUTION
1. In order that the Project setup is properly defined and planned, you are to:
1.1. Take ownership to define and develop scope by understanding and evaluating the project
requirements.
1.2. Communicate and promote the understanding of the scope, document control strategy,
constraints and ways of working to stakeholders.
1.3. Define all tasks and activities to be performed on the project
1.4. Ensure the project team is aware of document requirements and specifications to meet
project needs, Company standards, and industry regulations
The measure of your effectiveness in this will be:
 Development of effective project setup plan
 Demonstrated understanding of scope and schedule
 Quality of administrative duties
 Minimal disruptions to the project activities
2. In order that assigned activities in project support are completed successfully, you are to:
2.1. Understand and complete assigned tasks with accuracy within agreed time frame
2.2. Identify areas requiring more detailed instructions and clarify understanding/expectation as
necessary
2.3. Coordinate, plan and monitor (technical) support of documents for internal and external
distribution
2.4. Escalate unresolved issues to the appropriate stakeholder to minimize delays in deliverables
2.5. Ensure good house-keeping of deliverables
The measure of your effectiveness in this will be:
 Performance Feedback from Project Management team, Manager and Project Team
 Timeliness and accuracy in completing tasks
 Quality of administrative duties
3. In order to achieve effective interface management, you are to:
3.1. Understand how assigned tasks will affect all stakeholders; provide timely and accurate input
to stakeholders in support of requirements in meeting deadlines
3.2. Proactively highlight concerns as they arise, and prioritize assigned activities to meet key
milestones
3.3. Network with stakeholders to serve as a source of support in executing project deliverables;
ensure proactive two-way communication
3.4. Produce consistent/organized documents in a well-structured format to clearly convey
required information
3.5. Coordinate with vendors, subcontractors, third party consultants, etc. to ensure timely review
of documents and that comments are made with required quality level
The measure of your effectiveness in this will be:
 Demonstrated effective interfaces within and across-disciplines
 Timely closure of interface issues
4. In order to ensure knowledge sharing & gaining successful cross-functional collaborations
within the community, you are to:
4.1. Provide accurate and detailed information when escalating to next level
4.2. Pro-actively approach involved colleagues to get feedback and updates in order to accurately
inform manager on progress made and status
4.3. Inform and educate your colleagues on cross-functional topics encountered
The measure of your effectiveness in this will be:
 Assessment and feedback by colleagues in day-to-day collaborations
 Contribution to project procedures and work instructions


5. To ensure quality and timely deliverables concerning document controlling, you are to:
5.1. Ensure activities are completed with consistency and in compliance with project requirements
and applicable codes, standards and regulation
5.2. Ensure documents are well-structured to clearly convey required information
5.3. Liaise with external parties in order to monitor their progress and expedite when required
5.4. Be self-motivated to improve technical competencies for current and future work assignments
5.5. Promote continuous improvement by maintaining/sharing the latest industry developments
5.6. Apply and capture applicable lessons learned in the execution of activities to enable
information sharing, increase project efficiencies, and support/develop best practices
5.7. Ensure proper level of checks for all deliverables prior to submission; attention to detail
The measure of your effectiveness in this will be:
 Demonstrated quality of and timely deliverables
 Cost of Non-Quality due to rework
 Satisfaction of Manager(s) regarding the quality and timely delivery of work
6. If acting as Lead Document Controller / Project Support, in addition, you are to:
5.1. Understand Company and project requirements and appropriately assign tasks to team
members
5.2. Set team expectations for quality standards and enforce safety requirements to meet
project needs, corporate standards, and industry regulations
5.3. Ensure each team member understands his/her role and responsibilities
5.4 Provide support and guidance as needed to team members: partner with direct report for
mentoring staff as needed
5.5 Set yearly objectives, proactively assess team performance and partner with the direct
report to continuously improve global performance as needed
5.6 Ensure previous lessons learnt are incorporated and promote continuous improvement
by sharing new lessons learnt with relevant managers
5.7 Ensure proper communication with internal/external stakeholders to ensure all parties are
promptly informed

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