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Document Controller

Position: Permanent, Full-time

Location: Houston, Texas

Reference: KBC-2021-080

Closing date: December 5, 2021

Description

Main Aspects of Job

  • To support Project Managers in the execution of their projects
  • To assist in administrative functions of project-related assignments; including documentation of one or several projects from the project award to project closeout. Projects are outlined with specific guidelines to be followed
  • To ensure Document Control procedures and processes are followed throughout a projects lifecycle
  • To perform any other general administrative duties in each respective office when necessary or applicable

Main Roles and Responsibilities

Document Control

  • Provide technical administrative support to include the creation, editing, and formatting of quality project documentation
  • Implementation of internal procedures, policies, and process as appropriate such as managing and control of all project documentation development within the Project Workspaces
  • Ability to provide training to regional consultants on Document Control processes and Project Workspace environment, including project templates
  • Perform quality checks to ensure procedures and processes are being followed
  • Analysis and upkeep of Document Distribution lists as appropriate
  • Prepare and distribute document transmittals to clients
  • Identify administrative and document process improvements

Support Project Managers

  • Create relevant project templates and populate all project workspaces based on support assignment
  • Assist in the preparation of document deliverables; formatting presentations/reports, proof reading, trademarking, documentation numbering, etc.
  • Preparation of correspondence including letters, reports, presentations, minutes of meetings, spreadsheets, action lists, agenda and general correspondence as appropriate
  • Provide project reports as requested by Project Manager and/or Global Document Control Manager
  • Assembly of project binders for delivery to client where appropriate

General Administration (Subject to Regional Responsibilities):

  • Coverage and relief of reception desk and any associated responsibilities which may include greeting visitors, issuing and collection of visitor passes, accepting courier packages, reserving conference rooms for meetings
  • Assist with travel reservations which may include booking flights, taxis, car hire services and hotels
  • Provide support to HR, Marketing, Accounting, Executives, and Regional Managers when necessary
  • Provide assistance and backup to other document control staff when necessary

Position Requirements

  • Customer satisfaction (Project Managers, Project Executives, KBC Management Team)
  • Methodical and well organized approach to the work environment
  • Ability to build strong working relationships, influence others and encourage new practices
  • Assertive but supportive
  • Good communication and interpersonal skills
  • Ability to work well in team environment under supervision and willingness to assist others
  • Ability to deal with short time frames and handle multiple competing priorities
  • Level of self-motivation and initiative
  • Proactive personal development
  • Professional attitude and projection of professional company image

Experience Required:

  • Minimum 4-5 years of secretarial, project administrative support, previous Document Control preferred
  • Minimum of 2-3 years administering and using an electronic document management system preferred
  • Understanding of and good working background in Document Control
  • Experience with application of EDMS (Electronic Document Management System) based system
  • Proficient in MS Office (Word, Excel, and PowerPoint) formatting, Adobe Acrobat, Visio, and Microsoft Office
  • MS SharePoint 2013; Workspace and Intranet Training (desired)
  • Must have experience working in an integrated team environment
  • Requires minimum supervision

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