Document Control Specialist

Job Objective:

One sentence summary of the main objective of the job, the most important activities and the means and guidelines to obtain the objectives.

Environment

Internal and external interactions i.e.: with other departments/divisions, international scope, providers, customers…)

Internal: Interacts regularly with GEPD Engineering Team, Quality Assurance, Operations, Facilities, and the Management Team. 

External: Interacts with external contractors and suppliers

• Long-Term Storage Strategy: Lead the development and implementation of a comprehensive long-term storage strategy for all Engineering Department documents.
• Archiving System Management: Organize and maintain an efficient archiving system for both hard and soft copies of facility documents, including drawings, manuals, communications, etc.. This includes labeling, sorting, and categorizing documents for ease of use and retrieval.
• Document Consistency & Training: Work closely with the Engineering and Facilities Teams to ensure consistency of documentation practices across the department. Train staff on efficient document usage and best practices.
• Electronic Filing & Integrity: Utilize storage software and applications for electronic filing. Ensure the integrity of hard copies and meticulously maintain electronic files.
• Document Control Database: Responsible for uploading all relevant files into the document control database.
• Document Access & Obsoletion: Control access to documents and ensure the timely removal of obsolete documents from active use.
• Supporting Documentation Collection: Collect and organize all necessary supporting documentation for facility-related projects and operations.
• Documentation Support: Assist in writing and proofreading documents upon request.
• Audit Readiness: Ensure all documentation is maintained in a state of constant readiness for internal and external audits, adhering to regulatory requirements.