Petrochem Performance Chemicals, is seeking a dynamic and proactive Document Controller and Reporting Officer to manage the full reporting ecosystem, document control, weekly performance trackers, and cross-department alignment processes. .
Petrochem Performance Chemicals, part of Mazrui Energy Services specializes in drilling fluids and associated equipment services. Our geographical territory covers the Middle East and Caspian with current operations in the UAE, Northern Iraq, Kuwait, and Yemen.
Key Responsibilities :-
- Implement and maintain document control processes and procedures in compliance with ISO 19475:2021
- Develop and maintain the Electronic Document Management System (WorkDrive or Aconex or equivalent platform).
- Manage all flows of documents either in electronic form or on paper support
- Ensure Document Management accordingly to established procedures or standards (documents numbering, formats, issuance, review, dispatch, recording and archiving)
- Maintain and manage electronic and hard copy documents as required
- Process incoming documentation (registration in the DMS, internal distribution, archiving)
- Process outgoing documentation (transmit to Client and Suppliers/3rd parties)
- Collect and verify weekly RAG reports
- Maintain RED/AMBER risk and issue trackers
- Prepare weekly summary pack for GM
- Coordinate leadership review meeting
- Prepare minutes and follow up action logs
- Maintain PPC SharePoint reporting hub
- Manage document control (versioning, formatting, archiving)
- Track deadlines and follow up with departments
- Makes sure that controlled copies of latest approved documents are distributed internally and externally (Clients and Suppliers)
- Ensure control and coordination of projects documentation and data
- Ensure all documentation are correctly identified, distributed and filed/stored
- File nomenclature, record classification, document retrieval/security, record traceability, version control, verifiable transmission and dissemination.
- Assistance in the preparation collation and issue of reports and registers as may be required
- Communicate and liaise with internal/external stakeholders to agree standards, systems, efficient flow of documentation, handover and close-out of business transactions.
- Monitor technical documents review and approval in accordance with agreed schedule
- Monitor the documentation progress in cooperation with the project planner
- Produce internal and external (Clients and Suppliers) over-due reports
- Ensuring the use of standardised forms and templates
- Organize folders and subfolders as per approved record system.
- Establish and maintain the a Master Log of all kinds of documentation
- Collate, produce and submit various documentation for Clients
- Responsible to process all submittals and input into the system.
- Maintain updated submittal log, monitor the submittal schedule and status.
- Transmit documentation and submittals through the Clients SharePoint system.
- Receive, log, and track plans and specifications as received including all revisions.
- Distribute plans and specifications to contractor personnel as well as subcontractors.
Minimum Requirement:-
- Minimum 3 to 7 years experience in document control, PMO support, reporting, and admin tasks.
- Proficient in MS Office applications (Excel, Words and Power Point) and Adobe Professional is a must and knowledge in using documents control software is advantageous
- Excellent written and verbal communications, and interpersonal skills.
- Possess good knowledge in document control and management processes and ISO standards
- Systematic and able to work under pressure
- Able to work independently as well as in a team
If this sounds like you, please apply to this job with your updated resume.
