Senior Document Controller

Primary Purpose of Position:

The Senior Document Controller provides support to the global BMS team in ensuring that key business and project documents like contracts, contract variations, project data sheets, project management plans, CVs and similar are registered, reviewed, audited and available in accordance with the requirements of Business Management Systems.

The Document Controller is responsible for registering documents, retrieving documents, reviewing reports/registers/business systems for non-compliance issues, providing reports and communications designed to facilitate provision and registration of key business documents.

Key Responsibilities:

• Maintain SMEC's key business and project documents such as, but not limited to, contracts, contract variations, project data sheets, project management plans, employee CVs, etc. by:
  • Uploading or registering documents provided by users;
  • Ensuring that the document control QA/QC requirements are met;
  • Maintenance of accurate metadata and document attributes on all documents;
  • Retrieval and provision of documents as needed;
  • Maintaining access to key business document registers, systems and databases;
  • Liaise and communicate with SMEC personnel to obtain required documents;
• Heavily involved in preparing reporting and analysis on document registers and compliance for key stakeholders, such as:
  • SMEC Project Document Compliance Report
  • SJ PDS Compliance Report
  • PM Competency Report
  • ANZ Audit Report Summary
• Perform desktop audits of projects to identify system gaps and assess compliance with BMS procedures
• Provide feedback to business unit managers and individual users on missing and required documents.
• Facilitate resolution of document control related issues and requests in a timely manner, including but not limited to: Knowledge Management, Competency Platform, Contracts, PDS, Audits, Employee CVs
• Act as the administrator of the following libraries:
  • Knowledge Portal
  • Competency Platform
  • Project Data Sheet
  • Contracts Library
  • Audit Site
  • Opportunity and Project Workspaces
  • Other central document libraries
• Liaise with internal team members or other functional groups to address unresolved issues.
• Identify and suggest possible improvements on internal processes.
• Conduct business process review and analysis of key processes to deliver more efficient solutions that will add value to the business
• Other tasks related to SMEC's document registers and document compliance processes as required.

Key Qualifications, Knowledge, Skills and Experience

• Candidate must possess at least a Bachelor's/College Degree.
• With at least five (5) years solid working experience in document management role.
• Proven experience in maintaining Document Control System/ Project.
• Able to demonstrate familiarity with document control systems and processes
• Excellent software skills (MS Office, SharePoint, Document Control Management Systems), preferably with experience in PowerBI
• Proven ability to work independently and as a team member and to prioritize own workload to meet tight deadlines
• Excellent interpersonal and teamwork skills; Effective stakeholder management skills
• Desire and willingness to learn and work in a dynamic environment
• Experience with International Operations or a Global Shared Service environment a distinct advantage
• Excellent written and oral English language communication skills
• Experience in an engineering project environment is advantageous

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