Birwelco USA

Document Controller

Halesowen

3 November 2017

Unit Birwelco is recruiting for the role of Document Controller based at Halesowen in the West Midlands.

JOB DESCRIPTION


POSITION TITLE: Document Controller


OBJECTIVES

• To control the distribution of internally and externally generated project technical documentation in a well organised and properly recorded manner.
• Ensure all responsibilities are undertaken in an efficient, cost effective manner and provide a co-operative and user-friendly service at all times.
• To achieve a consistent approach to all document control functions on all projects.
• To maintain good relationships with clients, colleagues and external supplier organisations.

RESPONSIBILITIES

General

• Ensure all incoming and outgoing documentation is processed within the required time period. To include expediting activities for timely documentation submitted by suppliers and prompt turnaround of documents by Birwelco projects department.
• Ensure all operating and maintenance manuals, mechanical catalogues, data dossiers, etc, are collated in accordance with Client requirements and within the required contractual time schedules.
• Ensure that documents are issued in accordance with Project Manager's instructions and company procedures.
• Ensure that project drawing, requisition and document transmittal network files are maintained to reflect all document issues.
• Maintain computer records/registers relating to the distribution of documents.
• Undertake general administration roles in support of other departments.
• Generate regular progress reports regarding the status of documentation processing on all projects and present/discuss status at management meetings.
• Exercise control of Birwelco hours for work undertaken to ensure resource is expended efficiently.

Technical

• Ensure that all project documents produced are issued in accordance with the Document Distribution Schedule (DDS) issued by the Project Manager.
• Ensure that the correct contract references are entered on each document and that the appropriate signatures appear in the title block of drawings and requisitions. Responsibility for all other contents of drawings and documents remains with the originator, checker and approver.
• Ensure that the maximum issue time for drawings, documents and requisitions does not exceed 4 hours. Should the workload at any time be such that a 4 hour turn-around cannot be achieved, the Controls and Administration Manager and/or the appropriate Project Manager shall be notified of this situation.
• Ensure that the time from receipt of incoming documentation to release from the department does not exceed 4 hours and that documents are distributed in accordance with project instructions. All incoming documents are generally in electronic format via e-mail. Hard copy documents received to be scanned prior to distribution.
• Ensure that all incoming documentation is of the requisite quality and in accordance with project requirements.
• Ensure that all vendor documents received within the department are reviewed and approved by appropriate personnel prior to inclusion in contract manuals and data dossiers.
• Provide, on request, support and assistance to Purchasing, Inspection, Test, Construction and Commissioning Personnel on all document control/issue related queries.
• Undertake document copy functions when necessary to ensure prompt document issue.
• Establish the need for any overtime working and discuss this requirement with the Controls and Administration Manager and/or appropriate Project Manager prior to implementation. Signed authorisation is required prior to overtime working being undertaken.
• Be conversant and comply with all Birwelco Document Control Procedures.

QUALIFICATIONS AND EXPERIENCE
• Qualified to ONC/OND level or equivalent
• Minimum of 3 years’ experience in a technical documentation control role within an engineering contracting organisation or similar.

REPORTING RELATIONSHIPS

• For all technical and procedural matters relating to the documentation function, reports to the Controls and Administration Manager.


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