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

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

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

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

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