Document Control Analyst
BH-306795
Posted: 19/06/2025
- .
- Canada Alberta Calgary
- Contract
-
Oil & Gas
Job Title: Project Closeout Coordinator / Document Control
Contract: 1-year
Start Date: July 14, 2025
General Summary:
The Project Closeout Coordinator is responsible for managing the lifecycle of records, ensuring proper classification, storage, retrieval, and archiving of both physical and electronic records. This role emphasizes project closeout and records archiving, while also supporting document control activities. The ideal candidate will have experience working on oil and gas projects.
Principal Duties and Accountabilities:
Project Closeout and Records Archiving (70%):
• Project Closeout Documentation: Ensure all project documentation is complete, accurate, and archived according to company policies and regulatory requirements.
• Records Archiving: Classify, code, and archive records in compliance with retention schedules and standards. This includes both physical and electronic records.
• Inventory Management: Prepare and maintain an inventory of archived records, ensuring they are stored securely and can be retrieved efficiently.
• Compliance: Ensure all archived records meet legal and regulatory requirements, and support audits and compliance checks as needed.
• Process Improvement: Recommend and implement methods and techniques for improving the quality and productivity of records archiving processes.
• Collaboration: Work closely with Project Managers, Project Engineers, Information Governance, and other departments to ensure seamless project closeout and records archiving.
Document Control (30%):
• Transmittal Processing: Process outgoing and incoming transmittals, ensuring that all documents are accurately logged, tracked, and distributed to the appropriate parties.
• Document Management: Manage the creation, approval, distribution, and revision of documents within the organization.
• Records Retrieval: Assist in retrieving records relevant to access requests and ensure confidential information is secured in accordance with policies.
• System Maintenance: Utilize and maintain electronic document and records management systems (EDRMS) to ensure accurate and efficient document control.
• Quality Assurance: Monitor quality assurance for controlled documents, including version control, document numbering, and titling.
• Training and Support: Provide training and support to staff on document control procedures and best practices.
Qualifications:
• Education: Bachelor’s degree in Information Management, Library Science, or a related field.
• Experience: Minimum of 3 years of experience in records management or document control, with experience working on oil and gas projects, including producer or client experience.
Skills:
o Proficiency with document management software, including SharePoint, OpenText, Adobe Acrobat, and Bluebeam.
o Intermediate knowledge of Microsoft Suite, including TEAMS, Outlook and Excel
o Strong organizational skills, attention to detail, and the ability to work independently and collaboratively.
Knowledge:
Understanding of information governance principles, records retention schedules, and regulatory compliance requirements.
With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.
Contract: 1-year
Start Date: July 14, 2025
General Summary:
The Project Closeout Coordinator is responsible for managing the lifecycle of records, ensuring proper classification, storage, retrieval, and archiving of both physical and electronic records. This role emphasizes project closeout and records archiving, while also supporting document control activities. The ideal candidate will have experience working on oil and gas projects.
Principal Duties and Accountabilities:
Project Closeout and Records Archiving (70%):
• Project Closeout Documentation: Ensure all project documentation is complete, accurate, and archived according to company policies and regulatory requirements.
• Records Archiving: Classify, code, and archive records in compliance with retention schedules and standards. This includes both physical and electronic records.
• Inventory Management: Prepare and maintain an inventory of archived records, ensuring they are stored securely and can be retrieved efficiently.
• Compliance: Ensure all archived records meet legal and regulatory requirements, and support audits and compliance checks as needed.
• Process Improvement: Recommend and implement methods and techniques for improving the quality and productivity of records archiving processes.
• Collaboration: Work closely with Project Managers, Project Engineers, Information Governance, and other departments to ensure seamless project closeout and records archiving.
Document Control (30%):
• Transmittal Processing: Process outgoing and incoming transmittals, ensuring that all documents are accurately logged, tracked, and distributed to the appropriate parties.
• Document Management: Manage the creation, approval, distribution, and revision of documents within the organization.
• Records Retrieval: Assist in retrieving records relevant to access requests and ensure confidential information is secured in accordance with policies.
• System Maintenance: Utilize and maintain electronic document and records management systems (EDRMS) to ensure accurate and efficient document control.
• Quality Assurance: Monitor quality assurance for controlled documents, including version control, document numbering, and titling.
• Training and Support: Provide training and support to staff on document control procedures and best practices.
Qualifications:
• Education: Bachelor’s degree in Information Management, Library Science, or a related field.
• Experience: Minimum of 3 years of experience in records management or document control, with experience working on oil and gas projects, including producer or client experience.
Skills:
o Proficiency with document management software, including SharePoint, OpenText, Adobe Acrobat, and Bluebeam.
o Intermediate knowledge of Microsoft Suite, including TEAMS, Outlook and Excel
o Strong organizational skills, attention to detail, and the ability to work independently and collaboratively.
Knowledge:
Understanding of information governance principles, records retention schedules, and regulatory compliance requirements.
With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.