At Subsea 7, we take pride in being recognised globally as a leader across the Energy Industry. For 5 decades our people have delivered over 1,000 projects in all water depths across our energy hubs and we continue to do so, adapting and evolving in an ever-changing world.
Our sustainability and ongoing success are only possible through innovation, collaboration and the development and diversity of our people, assets, and technology. By joining Subsea 7, you become part of a team of people who everyday ‘Make Incredible Things Happen’.
POSITION OVERVIEW
Subsea 7 has an opportunity for an Administrator –Document Control within our Pipeline Group (PG) office in Glasgow. This role has a Document Control bias, however, candidates with a strong administration background will be equally considered.
Based in Old Kilpatrick, the role has access to both our hybrid and flexible working policies.
Excellent IT and organisational skills are essential along with a strong attention to detail and the ability to manage multiple tasks within a busy projects environment. These include maintaining access to and management of records and ensuring all document control requirements are adhered to, providing an accurate and consistent standard throughout the PG projects portfolio.
Our successful candidate will be a strong communicator, who takes ownership of tasks and works collaboratively with internal and external stakeholders to ensure compliance and consistency across projects.
The role has the potential for the successful candidate to widen their experience and skill set within a professional and supportive environment. Core responsibilities will be too:
- Coordinate project documentation and provide general administration support to the Controls Department.
- Maintain interface with main Region to ensure processes are aligned.
- Create list of relevant Project personnel requiring SharePoint access and send request to Project Administrator(s).
- Ensure Project personnel have User Profiles within ProArc and are competent using the system.
- Review Project document matrices and where necessary set up Profiles in ProArc.
- Ensure all required information is entered in essential fields in ProArc document profiles to enable successful use of the Reporting Tool.
- Maintain department tracking register(s) to ensure on time document delivery and to back-up reports.
- Set up a consistent folder format to ensure the Controls Department can work between projects in a standard format.
- Issue instruction to all Pipeline Group Subcontractors relevant to the Regional operational requirements.
- Assist Engineers as required with document formatting and ensure templates are working correctly.
- Monitor documentation turnaround and track all document workflows to ensure owners are actioning within the required timescales.
- Regularly produce specific reports as required to highlight status, delays or progress.
- Assist with completion of requests, searches, and queries from all project personnel.
- Liaise and assist Project at close-out to ensure as-built documentation and archiving are performed in accordance with Subsea 7 processes.
- Convert file formats as required.
PROFESSIONAL QUALIFICATIONS / EXPERIENCE
- Experience of electronic document management systems, DCC, processing design or vendor documentation
- File format conversion would be advantageous, but training can be provided.
- Excellent IT skills across the MS Suite, also Adobe Acrobat
PERSON SPECIFICATION
- Excellent interpersonal and communication skills, both verbal and written, maintains strong collaborative relationships at all levels across a multicultural global environment.
- Ability to work with detail and accuracy.
- Excellent planning and organising skills, able to identify and effectively prioritise workload and successfully meet multiple, often competing deadlines.
- Flexible to adapt to changing priorities within a fast-paced 24/7 global business.
- Pro-active with a solutions-based approach, demonstrates initiative and ownership to deliver workload unsupervised while flexible to support wider team activities.
- Committed to continuous improvement and identification of efficient work methods and processes.
Subsea 7 are committed to creating a diverse workforce and we look to offer excellent career opportunities as you develop your skills and aspirations.
Along with a wide range of benefits and a flexible working environment, employees can further enhance their work-life balance through our Remote Working Policy.