Project Documentation Coordinator at SPIE Oil & Gas Services

SPIE Oil & Gas Services (part of the SPIE Group) provides a complete range of services to some of the world’s largest oil and gas companies through its network of offices in 25 countries across Africa, the Middle-East and Asia-Pacific.

Our turnover has more than doubled in the last few years thanks to the dedication of our 4,000 employees to whom we give training, recognition, and genuine opportunities for career development. In order to support this growth, SPIE Oil & Gas Services is always seeking talented individuals to join its teams.

We are recruiting to fill the position below:

Job Title: Project Documentation Coordinator

Reference: 2023-29683
Location: Port Harcourt, Rivers with possible mission in Lagos
Contract type: Fixed-term-contract
Contractual hours: Full time
Contract duration: 1 year renewal

Responsibilities

• Responsible for to submit daily, weekly and monthly progress reports by collecting information from the leaders of each discipline to enable management to have an overview of the actual achievements for the period.
• Responsible for operating and maintaining the QA/QC documentation and follow-up Document Control System and ensuring the availability of up to date information/data throughout the project at site.
• Ensure that all documentation, drawings and specifications are up to date and at the correct revision.
• Ensure that proper numbering and revision status is being used on all documentation, drawings and correspondence.
• Ensure that the Document Control Procedures are applied through to project execution.
• Check correct procedure format, number and revision are being used.
• Dispatch documents and comments internally and externally as per distribution list.
• Using reports, advice Client, Subcontractor, Project Manager and Team Members on a weekly basis, the status of documents and comments internally and externally.
• Ensure Internal Departments produce documentation within MDR planned dates.

Missions

•  Coordinate the activities of Document Control / QA/QC, including processing / scheduling distribution auditing-controlled documents, maintenance of electronic files, tracking and reporting on document review progress.
• Manage all aspects of the controlled documents system, both electronically and paper copies.
• Work with subject matter experts on technical subjects in a positive, collaborative manner to prepare controlled documents which conform to company defined format.
• Review and proofread documents for consistency of document format and system concerns.
• Adhere to and enforce company policies and procedures related to document control.
• Process both design and vendor documents in accordance to corporate and project procedures.
• Accurately update information in the electronic document management system.
• Liaise with Contractors Document Controllers to ensure all technical documents and correspondences submitted for review/approval are in the right specification standards and to receive, transmit and administer project documentation through transmittal notes, dispatch documentation in accordance with distribution matrix.
• Engage in general documentation, scanning, organizing, updating, maintaining proper filing, distribution, storage, archival, retrieval and tracking of documents in accordance with the company’s document procedure.
• Ensuring that the Master Document Register and Document Distribution Matrix (DDM) requirements are implemented.

Profile

• To make sure that company adhere to record retention policies, safeguard information and retrieve data more effectively and ensuring their accuracy, quality compliance and integrity.
• Follow up effectively and on a timely manner among the project management team, the implementation of client’s comments and returns of such document until final approval.
• Ensure all transmitted (outgoing/incoming) project related documents carry the right transmittal number.
• Perform constant analysis of received and produced documentation to check for compliance with Project standards for numbering.
• Processes various documents through all procedural steps in accordance with well-defined procedures and guidelines. To Ensures pre-established document control requirements are satisfactorily met throughout the duration of the project.
• Track internally the status of documents under review by the Project Team; take necessary action to ensure responses are received by the date assigned.
• Bring to the attention of the Project Team of any issues that could potentially impact final documentation quality.
• Publish weekly document control team report including progress on document reviews to team members.
• Assisting the QAQC department in compilation of As-built transmitting documentation and to client while maintaining electronic and hard copy of such document into the document control system for future reference purpose.
• Receiving drawings/ isometrics from Engineering and ensure prompt submission and collection of drawings by Clients.
• Transmitting of all drawings, both piping and Structural isometrics to the various leads, supervisors, and vendors.
• Prepare and transmit daily, weekly and monthly progress reports for the project to enable management to have a glimpse of the actual achievement for the period.

Profile:

• Technical Level with 7 Year Minimum Experience
• IT Knowledge: Microsoft Office and PRODOM
• Language: Fluent in English (Written, Spoken)
• Others: Ready or used to work abroad for spot mission or long assignment.
• Strong Experience required in DC, Management and   Engage in general documentation, scanning, organizing, updating, maintaining proper filing, distribution, storage, archival, retrieval and tracking of documents in accordance with the company’s document procedure.
• Ensuring that the Master Document Register and Document Distribution Matrix (DDM) requirements are implemented.
• To make sure that company adhere to record retention policies, safeguard information and retrieve data more effectively and ensuring their accuracy, quality complianc Planning, EDMS knowledge
• Previous experience in DC activities on oil & gas plant
• Interpersonal skills : Effective Communication / Capacity to influence the organization /
• Leadership / Motivation / Negotiation and conflict management / Problem solving

Candidate criteria

• Minimum level of experience required: 6 years or more

Required authorisations:

• IT Knowledge: Microsoft Office and PRODOM EDMS
• Previous experience in DC activities on oil & gas plant

Languages:

• English (D-Full professional proficiency)

What can we offer you?
We offer a variety of stimulating and evolving experiences: exciting projects, learning from professionals and immersed in international culture.

Application Closing Date
Not Specified.

How to Apply
Interested and qualified candidates should:
Click here to apply online