Petrofac is a leading international service provider in the energy industry, with a diverse client portfolio including many of the world's leading energy companies.We design, build, manage and maintain infrastructure for our clients.
We recruit, reward, and develop our people based on merit regardless of race, nationality, religion, gender, age, sexual orientation, marital status or disability.
We value our people and treat everyone who works for or with Petrofac fairly and without discrimination.The world is re-thinking its energy supply and energy security needs, planning for a phased transition to alternative energy sources.
We are here to help our clients meet these evolving energy needs.This is an exciting time to join us on this journey.Are you ready to bring the right energy to Petrofac and help us deliver a better future for everyone?JOB TITLE: DOCUMENT CONTROLLER
LOCATION: MENARA PRESTIGE, KUALA LUMPURKey Responsibilities
The Document Controller is responsible for protecting the Company's valuable assets by managing and controlling the Company's project documents and relevant information.Facilitate kick-off meetings on Company documentation with contractors or vendors.
Ensure compliance with relevant Company policies, in-country laws & regulations, and other guidelines related to information management and record-keeping.
Drive accuracy, quality, and integrity throughout processes, people, and systems within the department and the Company.
Monitor and ensure adherence to record retention policies, safeguard information, and manage data retrieval effectively.
Accurately update information as required and prepare and transmit all document transmittals for the submission of drawings/documents.
Respond promptly to requests to retrieve information, perform information searches, and handle general requests for support from end users.
Perform archiving of documents in liaison with relevant stakeholders to ensure safe custody, archiving, and retrieval of documents for future business use.
Conduct quality checks on documentation as per the document control process and identify improvement actions.
Allocate and control the document numbering system and maintain various controlled document registers as required.
Ensure proper document classification, sorting, filing, and archiving for all controlled documents.
Review the accuracy of document formats and the completeness of documentation before filing and uploading into the system.
Scan, photocopy, and file documents (including drawings) as required.
Review the accuracy of project final documentation packages sent for Company acceptance and distribution to end users and the data center for archiving.
Distribute documentation received from third parties as per the approved Document Distribution Matrix.
Prepare the Document Distribution Matrix from the Company/Contractor Master Document Register (MDR) and maintain it throughout the project.
Ensure that the MDR is updated weekly or bi-weekly in line with the latest transmittals.
Resolve document management issues related to quality, physical quantities, discrepancies, and other associated matters in consultation with the line manager.
Perform any other relevant tasks assigned by the line manager.Education
ESSENTIAL QUALIFICATIONS AND SKILLS:
Diploma in Business Administration, Records Management, Information Management, or a related field.Experience
Minimum of 3-5 years in document control, preferably in the oil and gas or engineering industry.
Fresh graduates may also be considered.
Experience with electronic document control systems and experience in Large EPC projects is desirable.
Knowledge on ISO 9001 standards is desirable.
Meticulous, attention for detail, strong discipline.
Good stakeholder engagement skill, able to deal with difficult stakeholders, assertive yet tactful when dealing with challenging situation.Technical Skills
Proficient in MS Office (SharePoint, Word, Excel, PowerPoint, and Visio), Adobe Professional and AutoCAD.
Understanding of document control workflows and final documentation compilation.
Experience with electronic document management systems.Soft Skills
Strong interpersonal, communication, and customer service skills.
Detail-oriented, dependable, and trustworthy.
Self-directed and highly motivated.
Ability to work independently and under pressure in fast-paced, deadline-driven environments.
Effective time management, multitasking, and troubleshooting skills.
High level of confidentiality and discretion.Problem Solving
Act as gatekeeper for the information management / document control process and advise business to ensure full compliance eg.
formatting, numbering, storage, retention, disposal etc.
Ability to troubleshoot and provide solution/alternative to the business on document control process without compromising company requirements.
Able to escalate / highlight deviations or non-compliance to COMPANY document management / information management processes and procedures and resolve the problem, with minimal supervision from the line.
Proactively educate the stakeholders on the importance of Information / Document Management, using creative method.
Agile and flexible to adapt to changing circumstances and to absorb different roles or activities as directed by the line manager, and Head, Legal and Compliance.
Ability to manage competing priorities and interests to ensure that document deliverables are managed and prioritized at all times in relation to any ongoing business requirements.Compliance and Assurance
Perform independent review and check to provide assurance to the Management on the health state of the document compliance, quality and integrity in COMPANY.
Proactively identify risk and weaknesses in the process, system or people which could affect the quality and performance of DC team for the Company.
Execute relevant internal controls to mitigate those risks and review the effectiveness of the control from time to time.#J-18808-Ljbffr