Document Controller

About Us

Ambercycle is a materials company founded in 2015 to create a circular supply chain for the apparel industry, making decarbonized raw materials across industry verticals. We're doing this by developing and deploying new technologies to increase the scope and scale of regenerated materials in the global apparel supply chain, and reduce the use of raw agricultural and petroleum resources. Our products avoid the use of new raw materials and go into the highest quality applications, exceeding the expectations of end customers with a fraction of the environmental footprint. Our success is the result of the talent, curiosity, and drive of our people. They bring solutions every day to realize our vision to improve humanity’s relationship with the material world. Visit ambercycle.com to learn more.

The Job

This role will play a critical role in seamlessly facilitating project matters. You will work internally in collaboration with the co-founder and the Project Director and externally with the EPC company and various vendors and 3rd parties. You will manage the communication flow and all the data relating to the project such as technical information. You are additionally responsible to keep track and monitor both the schedule and the cost of the project. You will summarize the daily/weekly/monthly progress/activities of the project as performed by the EPC contractor, including any deviations from the planned schedule, and any deviations from the agreed upon price.

Who You Might Be

You are a very organized person and passionate about working on developing new projects. You like to work in a fast-paced environment and respect deadlines. You like working with people at various levels and have a clear goal-oriented approach. You have a mix of project, operational, and people skills. You aspire to grow in your career in a managerial role and lead new initiatives in the organization as the organization grows.

Responsibilities

• Support the development, implementation and maintenance of the document control processes and procedures within the Company Projects
• Manage the flow of documentation in/out of the Projects (either in electronic form or on paper support)
• Establish and maintain the Projects Master Document Register in close cooperation with the Projects Teams
• Allocate and control the document numbering system following Company specific guidelines and Projects requirements
• Set-up Projects folders structures in the EDMS/SharePoint, as per Projects requirements, to ensure the documentation is properly archived and easily retrievable to facilitate an easy and fast flow of the information within the Projects Teams and externally (Contractors/Vendors) as required.
• Ensure the correct application of Document Management standards and procedures.
• Ensure the use of standardized forms and templates across the Project.
• Maintain and manage electronic and hard copy documents as required by the Projects.
• Process incoming documentation (registration in the DMS, internal distribution, archiving).
• Process outgoing documentation (transmit to Contractors/Vendors).
• Makes sure that controlled copies of latest approved documents and drawings are distributed internally (within the Projects Teams or any other Corporate function) and externally (to Contractors/Vendors) as required.
• Ensure all drawings/documentation are correctly identified, distributed and filed/stored.
• Communicate and liaise with Projects Teams, Contractors/Vendors to discuss and improve the flow and control of documentation, support the handover and close-out of Projects activity and ensure consistency in the application of document control principles as required.
• Ensure the projects teams are trained in information policies and procedure; particularly filing guidelines, document control procedures and utilization of the DMS.
• Ensuring the new starters (internals and externals) receive an induction and appropriate training for Document Controlling process.
• Creates and maintains systems and processes to streamline operations.
• Maintains accurate confidential files and data records.
• Facilitate project activities between various team members and EPC company and be a bridge between the President Director and the various stakeholders.
• Check and update Monthly Progress Report, and Quarterly Progress Report with EPC.
• Identify activities that may fall behind schedule or overrun cost and makes recommendations to get back on track.
  
  

Minimum Qualifications

• Bachelor’s degree in technical field.
• 5+years work experiences in document management area.
• 2+ years work experiences in document management area for Oil & Gas domain, heavy engineer industry, manufacturing.
• Fluency in English (verbal and written).
  
  

Preferred Qualifications

• Engineering degree is preferable especially in Chemical Engineering.
• Strong knowledge of Electronic Document Management Systems and relevant implementation.
• Familiarity with large construction Projects.