Document Control Supervisor

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Location Nederland, TX, USA
Sector Document Control
Hours 40 hrs/week
Working model Office based

Review, process, handle, inspect and supervise the intake, issuance, management, filing and storage of company documents for commercial, industrial, petrochemical, or energy projects.

Your scope of responsibility

  • AutoDesk Vault Administration for all CAD documentation
  • Purchase requisition entry for Engineering Department.
  • Upload new equipment documentation to SAP Hana and SharePoint
  • Links new equipment documentation to PCMS
  • Manages our off-site document storage.
  • Handling intake, scanning, verification, issuance and storing documents.
  • Filing and archiving relevant documentation.
  • Retrieving files for other employees and contractors when needed.
  • Designing templates for documents, file types, and document databases.
  • Develop and maintain a filing structure for all relevant project documents per discipline, contractor, or authorities.
  • Checking and editing documents for accuracy and compliance.
  • Controlling the flow of documents in and out of the various contractors, vendors, or departments.
  • Reporting errors or developments regarding document storage.
  • Maintaining the security of confidential documents.
  • Ensuring the secure destruction and disposal of sensitive documents.
  • Updating and maintaining document management systems and physical records.
  • Training of other staff members on document control procedures
  • Prepare and participate in audits related to project document control
  • Assisting employees with accessing documents through our document management system
  • Direct or coordinate the document distribution to ensure compliance with contractual requirements standard practice, or project needs.
  • Prepare transmittal forms when distributing documents and maintain file of signed transmittal forms
  • Prepare various reports as needed (e.g. document review status) and provide input to progress report and time schedule
  • Receiving as built documentation of construction contractor and integrate into overall filing structure.
  • Assist QA/QC department in structuring and filing of QC document packages for handover.
  • Always present a professional image to clients and vendors and maintain a positive reputation of the company.
  • Work with a multi-disciplined team to organize, initiate and develop the work execution of Capital Projects.
  • Follow all relevant company policies and procedures.
  • Assists other departments and other administrative personnel, as necessary.
  • Perform other tasks as assigned.

What you bring to OCI

Education, Experience, and/or Training

  • High school diploma or equivalent required.
  • Associate degree or equivalent from a two-year college or technical school plus eight (8) years or more of related experience; or ten (10) years or more of related experience, required.
  • Bachelor’s degree in business administration is preferred.
  • Knowledgeable in the establishment and application of document management systems, processes, and software tools
  • Excellent technical and practical skills and able to consistently deliver quality, accurate and timely wor

Knowledge, Skills, and Abilities

  • Able to make tough decisions and lead and manage others in changing business conditions.
  • Excellent people management skills such as leadership, team, interpersonal, coaching, mentoring and supervisory skills. Must be able to build, motivate, develop, and manage an effective team.
  • Excellent management skills including the ability to plan, set goals; and manage time, priorities, resources, accountabilities, schedules, and cost.
  • A person of integrity who is trusted by others and consistently honors their commitments.
  • Able to identify issues, problems, and opportunities; make timely decisions; develop appropriate and innovative solutions; and ask for assistance if required.
  • Excellent verbal and written communications skills, including the ability to convey information and ideas to individuals and groups, and make presentations when required.
  • Competent with applicable document management system, regulations, and procedures.
  • Ability to communicate effectively with a variety of individuals including employees, management, and other levels of company employees, on both a one-to-one basis as well as in small groups.
  • Able to earn trust/respect and build relationships at all levels. Desires to grow with & support the organization’s mission.
  • Ability to use general authority to make decisions that affect departmental or technical operations.
  • Ability to work in a fast pace, high stress environment.
  • Provide attention to detail and ability to produce results.
  • Ability to interact with team members and meet strict deadlines.
  • Strong verbal and written communication skills.
  • Ability to use personal computer software for word processing, spreadsheet and database applications.
  • Transportation Workers Identification Credential (TWIC)

Software

  • Proficiency in Microsoft Office, including Excel and Adobe Acrobat required.
  • Experience with SAP required
  • Experience with SharePoint required
  • Experience with Blue Beam preferred

Benefits

OCI offers a comprehensive, first-class benefits package.  These benefit plans provide a wide range of benefits and protection for the employees and their families.  Full-time employees are eligible for medical, prescription drug, dental, vision, life, and disability insurance coverage upon hire.  OCI also offers a 401(k) program with a company matching benefit and an extra 3% Safe Harbor match.  Full-time employees of OCI receive paid holidays, a floating holiday to celebrate diversity, PTO, as well as many other programs such as paid parental leave and educational reimbursement.

About OCI

Headquartered in Amsterdam, the Netherlands, OCI N.V. is a leading global producer and distributor of ammonia, fertilizers and methanol products providing fertilizers, lower carbon fuels, and chemical feedstocks to agricultural, transportation, and industrial customers around the world.

We are the largest hydrogen producer and consumer in the Netherlands. We are proud of our long history of reducing our emissions and throughout the whole world sustainable projects are being developed.

OCI operates facilities in Europe, North Africa, the Middle East, and the US and distributes its products worldwide.

Our nitrogen fertilizers are essential for global food security, our fuel solutions help decarbonize road transport and the maritime sector and our chemical products end up in thousands of everyday products. We have approximately 4,100 employees. The company is publicly traded on the Euronext in Amsterdam.