Contract Role: Document Controller

Overview

Outer Dowsing Offshore Wind is a joint venture between Total Energies, Corio Generation (a portfolio company of Macquarie Asset Management operating on a standalone basis) and Gulf Energy Development. The Joint Venture (GTR4 Ltd) have the seabed lease rights from The Crown Estate to develop a 1.5 GW project in the UK southern North Sea. The project is in the Development Phase with the aim to achieve all the necessary consents and complete the necessary surveys and engineering to enable the project to become operational before 2030.

Outer Dowsing Offshore Wind is looking to recruit a Document Controller. The successful candidate will fulfil a vitally important role within the integrated JV project team.

The Role

The Document Controller will be a member of the Project Controls team, reporting to the Document Control Manager and principally responsible for providing document control / information management support on the project. The position will be part-time, working approximately 20 hours across Monday to Friday each week.

The position is based in London with flexibility to work from home or elsewhere with regular visits to the London Office (Farringdon). Occasional business travel in UK and possibly further afield may be required for this post.

Main responsibilities:

Internal documentation:

  • Process internal Document Number Requests, including assignment of internal document numbers / creation of Aconex placeholders, and update of SharePoint filenames with assigned document numbers.
  • QA-check internal documentation prior to Aconex upload.
  • Upload and issue internal documentation and correspondence via Aconex and, where required, initiate applicable workflows.
  • Carry out monthly checks of Aconex Planned status records (i.e., placeholders). Where the Initial Submittal Date has passed, liaise with Authors to identify whether a placeholder needs to be voided, or whether the Initial Submittal date needs to be amended; expedite files for upload to the placeholders / upload to Aconex.

Contractor / 3rd Party Documentation:

  • Maintenance / update of Document Distribution Matrices (DDMs).
  • Creation of Aconex workflow templates, ensuring these are maintained to reflect current DDM requirements.
  • Process incoming Contractor / 3rd Party document submittals in accordance with ODOW procedures and requirements, including QA-checking of documentation and initiating applicable Aconex workflows.
  • Process Contractor Document Number Requests, including assignment of Contractor document numbers / creation of Aconex placeholders.
  • Contractor MDR management – checking Contractor MDRs to ensure these are correctly populated, and that all document deliverables have been correctly coded. Cross-check against Aconex to ensure MDR document deliverables correspond with Aconex, including correct input of metadata.
  • Expediting of overdue Contractor initial document submittals and document resubmittals.
  • Aconex issue of Technical Queries and Technical Query responses.
  • Update and issue of Technical Query Reports.
  • Aconex transmittal of documentation to Contractors / 3rd Parties.
  • Aconex issue of contractual and non-contractual correspondence.
  • Day-to-day liaison with Contractor Document Controllers, including providing Aconex and SharePoint guidance and instruction.

General responsibilities:

  • Day-to-day liaison with Project team members, providing document control support where required.
  • Conduct 1-2-1 Document Management Inductions for New Starts, along with refresher training sessions.
  • Provide ad hoc document management training / support as and when required.
  • Ensure team compliance with project document control and project document numbering / revision control requirements.
  • Assist with Aconex quality checks / audits, identifying and correcting any errors / anomalies to support accuracy in storage and ease of retrieval of all documents.
  • Preparation / issue of Aconex status reports.
  • Expediting completion of overdue workflows.
  • Scanning of hard copy documentation.
  • Compilation of information packs.
  • Preparation and upload of Aconex bulk processing Excel spreadsheets with / without content.
  • Ensure traceability for all documentation during all phases of the Project, including handover to Operations.
  • Providing support, as required, relating to the OFTO divestment transfer of documentation process ensuring the upload of documentation is completed in line with the required quality requirements and following the stipulated approval workflow. Process information requests from Ofgem (the regulator) and the future OFTO bidders during the OFTO transaction process.

Minimum requirements:

  • Experience in a document controller role, preferably in large multidiscipline engineering projects.
  • Qualification in document management.
  • Previous experience with Document Control Systems in a project support office, preferably Oracle Aconex.
  • Proven experience working under pressure and meeting deadlines.
  • Strong communication, written and oral.

Personal Attributes and Competencies:

  • Strong general computing skills especially MS office, including Outlook; Word; Excel; PowerPoint and SharePoint
  • Strong attention to detail.
  • Systematic, proactive, and service minded.
  • Team player and motivated.
  • Competent, responsible, and innovative; enthusiastic about learning and pushing technical limits and finding new, pragmatic solutions.
  • Capable of maintaining positive working relationships while adhering to demanding deadlines.

We understand the importance of diversity and inclusion. We value the innovation and creativity that diversity of thought brings. The one thing we all have in common is our focus on high performance. If you’re capable, motivated and can deliver, we want you on our team.

We are an equal opportunities employer and do not discriminate on the grounds of age, disability, sex, sexual orientation, gender reassignment, gender identity, marriage, civil partnership, pregnancy, maternity, race (including colour and ethnic or national origins), religion or belief.

We facilitate a range of flexible working arrangements within our teams. Talk to us about what flexibility may be available.

If you have a growth mindset, are curious and have a passion for the green transition, we want to hear from you.

How to apply:

If you are interested in this role please email recruitment@outerdowsing.com for more details.