Prepare, distribute and store accurate and timely customer and supplier documents for projects, as per the company’s / project’s procedures and ensuring effective version control and status tracking.
1. Technical contribution
Manages documentation to ensure proper version control in the document management system. Ensures that documentation is maintained in compliance with the company's / project’s procedures, including format, receipt, registration, number, filing, recovery and the issue of documents.
Assists in the preparation of the project document list, periodically updates and issues the document list as well as preparing and updating progress reports as per the schedule.
2. Planning and control
Sets up the documentation management system and document controls process in conjunction with the project team.
3. Project execution and control
Codes issued documents, ensures that reviews, numbering, distribution, filing and registration are in compliance with procedures.
Monitors the progress of project documentation, updates the receipt and document distribution information register. Communicates deadlines to the project team for document delivery.
Prepares O&M (Operations & Maintenance) manuals and maintains all project documents in accordance with the index defined by the team.
Organizes final documents and maintains them in the internal or external archive.
Monitors and reports actual versus planned time for document management work packages.
4. Stakeholder relations
Effectively communicates and provides relevant information to stakeholders and customers.
5. Technical leadership and knowledge sharing
Supports colleagues with advice and guidance on documentation control issues. Provides coaching and guidance to less experienced colleagues.
6. Process and tools
Contributes to process enhancements related to document management and applies the document management system efficiently.
This position will be based in Esmeraldas, Ecuador. It also desirable that you have the following knowledge :