Onshore Document Control Lead

Job Title: Onshore Document Control Lead
Contract Type: Contract
Location: Milano, Italy
Salary: Competitive
Start Date: 2019-03-18
Reference: BH-104218
Contact Name: Thomas Watkins
Contact Email:
Job Published: March 18, 2019 15:36

Job Description


Role: Onshore Document Control Lead/Supervisor


Location: TBD


  • Participates in business analysis of the project information and documentation management needs of the supported Project team.
  • Continuously evaluates effectiveness of the information/document management processes and procedures and participates in their upgrades as required.
  • Participates in development and assurance of the Project document delivery schedule to support early, final deliverables, and project handover.
  • Develops and maintains tools to track, audit and report EPC Contractor documentation development and delivery progress.
  • Interfaces with Delivery Managers, Discipline leads, PMT, EPC contractors, key suppliers and third parties, to ensure alignment on the project documentation requirements and information and document management processes.
  • Leads the effort to develop Project Master Document Register (MDR) and Document Distribution Matrices (DDM’s) based on Contractors’ scope of work and Project team needs.
  • Ensures the Project team members have access to OpenText (Livelink) and are properly trained.
  • Oversees and ensures capture, receipt and quality assurance of all relevant project documentation including but not limited to:  technical, contracts and procurement, supplier documentation, construction, fabrication, installation, systems completion and project correspondence.
  • Coordinates with the Project and Operations team plans for final handover of documentation and data to Operations or post-handover stakeholder.  Ensures the required attributes, numbering, file naming, etc. are in place to streamline the handover process.
  • Supervises the in-country Document Control team and oversees respective document control processes to ensure validation of incoming and outgoing documentation.
  • Responsible for maintaining integrity of the project information stored in Electronic Document Management System (OpenText/Livelink).
  • Closely works with the OpenText (Livelink) Administrator on system configuration, trouble shooting, upgrades, user access and technical help requests.
  • Provides an accurate and unbiased view of document management status and reports progress to the Document Management Group Manager and PMT.
  • Represents the Document Management Group at relevant project meetings or workshops (e.g. Engineering Meeting, Project Services Meetings, etc.) 

Professional Qualifications

  • The successful candidate will have a minimum of five (10) years’ experience of working in the oil and gas industry. Specific experience and expertise in the following is required:
  • 10+ years of Document Control, DFO and other relevant work experiences – Oil & Gas required; Operator side preferred
  • Expert-level proficiency in the Information, Data & Document Management area
  • Expert-level understanding of Project Technical Documentation Requirements and Deliverables.
  • Excellent working knowledge of Electronic Document Management Systems (Livelink, SharePoint, Documentum)
  • Excellent writing skills, technical documentations, specifications, training materials, presentations, and others.
  • Excellent interpersonal, communications, and presentation skills to multi-level audience.
  • Ability to influence. Successful collaborator.
  • Advanced user of MS Office suite of software (Excel, Word, PowerPoint, Access), Adobe Acrobat Pro
  • Working experience with generating Document Control reports/Statistics
  • Excellent Organizational Skills

Other Qualifications

  • Ability to pass Company physical, drug screen and background security check.
  • Ability to work at a remote site location on a rotational schedule
  • Previous experience working with an international project team in a multicultural environment.
  • Strong coaching and training skills.
  • Ability to influence. Successful collaborator.


  • Bachelors of Arts or Science degree in Business Management, Information Management Systems, Engineering, Project Management or related field is required.

Certification and Licenses

  • Professional certification in document and/or records management is a plus.


  • Fluent oral and written knowledge of English


  • International travel that may be required by this role is up to 25% of work time.

Work Schedule

  • This is a resident-type position likely based in Europe with a 5/40 work schedule