Document Controller/Specialist II in Tulsa, OK at Apex Life Sciences

Date Posted: 1/29/2018

Job Snapshot

Job Description


The primary function of the Document Controller/Specialist (Engineering) is the quality of Document Control products and services to project teams and compliance with E&C project excellence. This position executes the complete Deliverables Management processes for each deliverable's lifecycle state and participates in the generation of the handover deliverables during project close-out. Processes will be followed through with a degree of accuracy to support the Document Control objectives of reliability, retrievability and traceability. This position may support multiple noncomplex, major projects or may support an area of a more complex, megaproject. This is a project-centric position; however, allocation of the duties below may vary depending upon the number of available projects and internal activities that are assigned in order to achieve the overall goals and objectives of the Company and/or department. 


  • This role will be accountable for the implementation of existing document control specifications. 
  • This role will be accountable for tracking contractor and vendor deliverables throughout the project lifecycle (recording revisions, revision purposes, distribution and transmittal histories). 
  • This role will be accountable for the reliability, retrievability and traceability of the project data that is officially transmitted to and from Williams and in accordance with the Document Control standards and specifications. 
  • Process incoming and outgoing correspondence in a timely manner. 
  • Generating and updating each supplier's and contractor's Master Deliverables Register in a timely manner (e.g., incoming, outgoing and squad checking processes) 
  • Ensuring that each applicable metadata field is accurately updated and maintained in each Master Deliverables Register 
  • Preparing and implementing squad checking documentation in accordance with procedure and distribution matrices. 
  • Preparing accurate status reporting based upon the metadata designations and submitting at the determined frequency (per project basis). 
  • Supporting the Lessons Learned Program as directed by E&C Project Excellence – Document Control 
  • Alignment with the Document Control standards and ensuring any deviations due to project-specific needs are controlled and traceable. 
  • Providing back-up document control support as needed on other projects 

Database experience in these preferred: 
2. Oracle – Unifier, Primavera Contract Management 
3. Power BI 

  • Intermediate to expert proficiency in MS Word, Outlook and Excel 2007. 
  • Experience with, and comprehension of, deliverables management (revision control, deliverables registers, squad checking and libraries. 
  • Experience with, and comprehension of, transmittals and correspondence management. 
  • Experience in implementing document management systems to support physical and electronic environments. 
  • Experience in navigating an Electronic Data Management System environment (such as ProjecTools, Livelink, Documentum, SharePoint, etc.). 
  • Ability to converse and convey ideas, facts and issues clearly, accurately, coherently and professionally to a diverse project team. 


  • 2-4 years direct experience in engineering and vendor document management in the oil and gas industry (Upstream and Midstream)?