Document Control Specialist Job in Houston, Texas US
Document Control Specialist
Leading energy company has an opening for a contract Document Control Specialist in Houston,TX ! Do you have great attention to detail want to be part of a great team? If so, we want to hear from YOU! The Document Control Specialist manages documents for Procurement and Supply Chain Management (PSCM) to a high degree of reliability and consistency for security, version control, visibility, availability and, most importantly, for a controlled, reliable audit trail. The role covers documents in both physical, or hard copy versions, and electronic or soft copy versions for the PSCM organizations. The Document Control Specialist will be responsible for documentation generated since the creation of the organization; the management of historical documentation. Document Control Specialist Responsibilities: - Understand the documentation and procedural expectations and have a clear understanding of Information Management Policies and Procedures. - Follow company standards, policies and procedures for document control to ensure compliance and audit expectations. - Liaise with the Information Management Program team for direction/guidance/support. - Be fully conversant with the PSCM documentation policies, procedures and practices. - Be the Subject Matter Expert for PSCM document repository systems and processes. - Ensure compliance with document management standards and procedures including adherence to contractual document numbering practices, hard copy file taxonomy and electronic repository structure. - Maintain full responsibility for the chain of custody of all PSCM contractual and vendor related documentation contained in physical or electronic repositories. - Provide guidance and support to PSCM teams (physical document standards, audits, document compliance checks, etc.) - Perform documentation management across all areas of procurement activity, including: - Vendor data and documentation (ACDD, W8/W9, prequalification, etc.) - Contractual documents (third party contracts, work orders and releases, amendments, etc.) - Requests for Information (RFI), Requests for Proposal (RFP) bid lists, etc. - Investment Recovery and Origination Documents (Titles) - Purchase Orders. - Vendor correspondence such as Termination letters, Work Release Close Out letters, etc. - Maintain a comprehensive document management system for physical and digital PSCM contractual and vendor document repositories, indexes and registers (example: the security of physical files, access rights to electronic repositories, sign-in/sign-out, records of workspaces in Ariba, chain of custody lists, archival records, etc.) . - Provide a search, retrieval, ordering and re-filing service for end users to access documents stored both physically and digitally; ensure chain of custody requirements are achieved. - Transmission and transportation of physical documents to and from third parties, including Legal, Audit, Insurance and Claims, observing chain of custody requirements. - Management of inactive PSCM files in line with company???s Retention Policy; coordinate with Information Management on offsite long term storage. - Liaise with the PSCM Specialists to ensure the scanning of documents for input into Ariba and the creation of physical files is completed to document management standards; provide training and instruction as required. - Manage the Ariba electronic repository for capture of vendor contractual information; ensure the consistent taxonomy and structure of Ariba are maintained; liaise with the PSCM Central Ariba team to administer and maintain current security permissions for access to Ariba. - Ensure the integrity and contents of physical and digital PSCM file inventories are maintained. - Quality control of all documents, physical or digital, - using the PSCM File Checklist ??? to ensure compliance with document control standards and expectations; report performance and exceptions to Management and provide remedies to resolve issues. - Recommend changes/improvements to the documentation management process. Document Control Specialist Skills Experience: - 5-10 years of document and information management as a document control leader or professional qualification in information or records management. - 5-10 years in the use of electronic document/records management systems such as SharePoint and - Understanding of audit and compliance processes ??? capable of developing document control gap analyses for compliance reporting purposes. - Must be detail oriented ??? accuracy and thoroughness in the execution of the job responsibilities is critical. - Possess excellent time management skills, be well organized and exhibit strong interpersonal skills to interact at multiple levels across the organization. Important information: This position is recruited for by a remote Kelly office, not your local Kelly branch. To be considered for this position, you must use the ???Apply Now??? button below to submit your resume. If you have questions about the position, you may contact the recruiter recruiting for this position, however your resume must be received via the ???Apply Now??? button included within.