Document Controller IV.Information Management . Indirect Cost
Wood · Houston, Texas, United States · onsite
Wood Group is recruiting for a Lead Document Controller to join our team in Houston, TX.
#LI-Onsite
The Role
The Lead Document Controller coordinates and leads a team of document controllers, responsible for ensuring all technical documentation associated with the assigned project scope is registered, filed, transmitted, and archived in compliance with document management procedures. Oversee the efficient operation of the document management system.
Our Clients and Projects
Wood’s Operations business delivers solutions to an ever-broadening range of clients across the energy and materials industries globally. We deliver operations, maintenance, modifications, brownfield engineering, asset optimization and management, supporting our clients through the asset lifecycle. We are focused on developing strategic relationships with our clients, providing solutions that deliver efficiency, integrity and reliability.
What we can offer
- Meaningful and interesting projects delivered to leaders of industry across Operations Americas sector
- Flexible working arrangements that balance client, team and individual needs, offering onsite working
- Commitment to Diversity and Inclusion across our business with employee networks committed to giving all employees a voice
- Competitive salary with regular salary reviews to ensure we are rewarding at the right level in line with the market
- Flexible benefits package that can be adapted to suit your lifestyle
- Commitment to continued professional development through development plans tailored to individual needs and interests
- Global connections with leading industry experts around the world who are shaping the standards of our profession
Key Responsibilities
- Oversee, coordinate, and supervise the document control team, including setting and managing daily workloads, coaching team members, and managing performance.
- Ensure all project documentation is imported into the document management system and properly filed.
- Oversee the archiving of project and corporate records (both hardcopy and electronic), including identification, indexing, transfer, storage, protection, retrieval, retention, and disposition.
- Ensure timely and accurate transmission of documentation to the client in accordance with their requirements.
- Maintain hard copy and electronic record files in compliance with QA standards.
- Generate document control reports from the document control system.
- Ensure document management procedures meet project, client, and regulatory requirements.
- Independently manage all aspects of project documentation using various document control practices and Electronic Document Management Systems (EDMS).
- Monitor the progress of internal and client reviews of technical data.
- Contribute to the compilation of final project dossiers, as-built portfolios, and archiving.
- Establish and maintain systematic and comprehensive project filing systems.
- Produce exception reports, comment overdue reports, and other documentation for project management review.
- Maintain the project’s document storage structure.
- Perform all supervisory duties required to manage the Document Management department.
- Communicate with the Project Manager, client, and third parties to align standards, systems, handover, and project close-out activities.
- Consult with engineering teams to ensure the Document Distribution Matrix is configured to meet project needs.
- Ensure the document management system is properly set up and maintained to support the project.
At Wood, we are committed to equal opportunities and welcome all talented individuals to consider joining our team. So even if you don't match every statement below but feel you have some of the experience, knowledge or skills needed for this role, we encourage you to apply. It will take all of us working together to deliver solutions to the world’s most critical challenges.
- Minimum ISCED Level 3 (Secondary education)
- (ISCED 4/5) (post-secondary/lower tertiary e.g., /technical diploma/2-year degree), or an equivalent level of expertise
- Highly proficient in Microsoft Office Suite, including advanced Excel, Word, and PowerPoint capabilities
- Expert-level experience with electronic document management systems such as SharePoint, Documentum, ProjectWise, or equivalent platforms
- Advanced proficiency in Adobe tools for document handling and editing
- Skilled in word processing, spreadsheet analysis, database management, and electronic data systems