job description

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JOB DESCRIPTION Job Title:

Document Controller

Location:

Aberdeen

Responsible To:

Customer Services Manager

Direct Reports:

None

Review Date & Rev No

December 2016

Purpose of Job:

To work within the Aberdeen International and Customer Services Departments providing a Document Control support function interfacing internally with various sales channels, Hydrasun branch locations and directly with customers. Delivering documentation packages to customers in line with specific defined requirements. This will involve production, revision, and submission of final documentation.

Key Areas of Responsibility:

Document Control   

        

To produce specific documentation in accordance with both Hydrasun and customer defined formats & requirements, including SMDL / SRDL documentation. Interface with internal Hydrasun Sales Channels regarding the provision of specific documents and compilation of submissions to customers. Follow documentation requirements schedule and expedite as necessary. Submit documentation in line with defined timetables and in the manner prescribed in the Hydrasun QMS or customer defined instructions to vendors. Review specific customer feedback regarding documentation, liase with relevant Sales Channel, revise accordingly and respond in order to facilitate timely final invoice submission and payment. Assist in ongoing customer satisfaction is assured in respect of supporting documentation. Facilitate any Customer issues through relevant Sales Channel. Assist in maximizing through month invoicing by effective management of document reliant sales orders. Assist in the development of project and corporate specific procedures, and reporting formats to meet Customer requirements. General understanding of Health, Safety, Environmental and Quality responsibilities Contribute towards the development of a continuous improvement culture within the Document Control department. Support Proposals & Tenders Department with completion of questionnaires and compilation of tenders/prequalification documentation. Perform prescribed quality checks on all documentation processed through DCC prior to submission through client endorsed systems Assist in creation, management and implementation of DCC manuals, protocols and processes

Continuous Improvement / Personal Development  Responsible for supporting and achieving the Organisation and department’s targets and objectives

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JOB DESCRIPTION 

Interfaces (Internal/External):

Qualifications:

Responsible for understanding, agreeing and achieving personal objectives set by Line manager  Adherence to the procedures as laid down by the HSE Management System and Quality Management System  Adherence to the procedures as laid down by the Human Resource Management System and to take an active part in the Performance Management Process and the Competence and Training Programme  To put forward any suggestions for improvements  To attend formal Information Briefings, when requested  To be a team member and actively promote communication and information sharing  All Hydrasun Sales Channels  All Project Engineers / Co-ordinators  Quality Assurance Department  Proposals & Tenders Department  IT Department  Customers Essential Desirable 

Experience Required:

Skills/Training Competences:

Educated to HNC or above in relevant subject Essential

Desirable





2/3 years administration experience gained within an Oil & Gas Environment  Knowledge of various electronic documentation management systems such as ODIC, LiveLink, SharePoint, ShareCat etc. Essential

 

Experience gained within a product supply environment Understanding of Document Control principles Technical background

Desirable



Ability to communicate effectively  Knowledge of Quality with all levels of staff, both written Management Systems and orally  Competent in the use of Microsoft Word, Excel and Adobe Acrobat  Excellent attention to detail  Ability to plan and organise workload to ensure all deadlines are met.  Knowledge of file format conversion processes  Able to demonstrate a flexible, “can do” approach to their work  Proven skills in presenting Please note that you may be requested to undertake other duties from time to time and it is possible that your duties may change over time. You will be expected to co-operate with all reasonable requests. If the changes are deemed to be longer term then this job description will be revised. Signature of Job Holder:_______________________________ Name in Capitals

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Signature of Manager: _______________________________ Name in Capitals

Date: _________________________

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Date: _________________________

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