Reporting and Document Control Officer

Location :- Abu Dhabi

Brief about company :- Petrochem Performance Chemicals (PPC) (Part of Mazrui International).

PPC specializes in drilling fluids and associated equipment services. We increase customer asset value through the provision of cost effective, customized technical solutions in the drilling and completion fluids, solids control, filtration equipment, and waste management services. Our geographical territory covers the Middle East and Caspian with current operations in the UAE, Iraq, Kuwait, and Yemen.

PPC is part of Mazrui International (Diversified holding group with businesses across different industries such as Oil & Gas, Oilfield Engineering Services, Manufacturing, Chemicals, Financial Investments, Real Estate, Construction, Trading, Distribution, Transportation, Logistics, Retail, Hospitality, Education etc.).

Websites :-

https://ppc.ae/ ( Petrochem Performance Chemicals)

https://www.mazruiinternational.ae/ (Main Holding Group)

Designation :- Reporting and Document Control Officer

Reporting to : - General Manager

Key Responsibilities :-

• Manage document control (versioning, formatting, archiving)
• Maintain PPC SharePoint reporting hub
• Collect and verify weekly RAG reports
• Maintain RED/AMBER risk and issue trackers
• Prepare weekly summary pack for General Manager
• Coordinate leadership review meeting
• Prepare minutes of meetings and follow up action logs
• Track deadlines and follow up with departments
• Support PPC performance reporting, dashboards, and slides
• Implement and maintain document control processes and procedures in compliance with ISO 19475:2021
• Develop and maintain the Electronic Document Management System (WorkDrive or Aconex or equivalent platform).
• Manage all flows of documents either in electronic form or on paper support
• Ensure Document Management accordingly to established procedures or standards (documents numbering, formats, issuance, review, dispatch, recording and archiving)
• Maintain and manage electronic and hard copy documents as required
• Process incoming documentation (registration in the DMS, internal distribution, archiving)
• Process outgoing documentation (transmit to Client and Suppliers/3rd parties)
• Makes sure that controlled copies of latest approved documents are distributed internally and externally (Clients and Suppliers)
• Ensure control and coordination of projects documentation and data
• Ensure all documentation are correctly identified, distributed and filed/stored
• File nomenclature, record classification, document retrieval/security, record traceability, version control, verifiable transmission and dissemination.
• Assistance in the preparation collation and issue of reports and registers as may be required
• Communicate and liaise with internal/external stakeholders to agree standards, systems, efficient flow of documentation, handover and close-out of business transactions.
• Monitor technical documents review and approval in accordance with agreed schedule
• Monitor the documentation progress in cooperation with the project planner
• Produce internal and external (Clients and Suppliers) over-due reports
• Ensuring the use of standardized forms and templates
• Organize folders and subfolders as per approved record system.
• Establish and maintain the a Master Log of all kinds of documentation
• Collate, produce and submit various documentation for Clients
• Responsible to process all submittals and input into the system.
• Maintain updated submittal log, monitor the submittal schedule and status.
• Transmit documentation and submittals t hrough the Clients SharePoint system.
• Receive, log, and track plans and specifications as received including all revisions.
• Distribute plans and specifications to contractor personnel as well as subcontractors.

Minimum Requirement:-

• Minimum 3 to 7 years experience in document control, PMO support , reporting, and admin tasks.
• Hands-on experience of using SharePoint
• Hands-on experience of using automated EDMS such as Aconex, WorkDrive, Asite, Bentley, Procore, Zoho, Inaxus, Xpedeon etc.
• Proficient in MS Office applications (Excel, Words and Power Point) and Adobe Professional is a must and knowledge in using documents control software is advantageous
• Excellent written and verbal communications, and interpersonal skills.
• Possess good knowledge in document control and management processes and ISO standards
• Systematic and able to work under pressure
• Able to work independently as well as in a team

KPIs:

• SharePoint organization and documentation quality
• Weekly submission compliance (100%)
• Accuracy of reporting and trackers
• On-time delivery of meeting packs and minutes
• Reduction in overdue RED/AMBER tasks
• Coordinate with Operations- Billing, logistics related requirements for invoice submissions
• Pre- invoicing documentation consolidations aligned with rigs activities and monthly billing
• Integrate tender team concerning track records, documentations, write up’s concerned operational procedures and documents in UAE/PPC.
• Organize and Archive, file Op’s documents, procedures, work instructions and forms.
• QC documents controller and focal point for Operations
• Fulfill Op’s Document based upon retrieval requests for SQM’s
• Maintain Documents stored in centralized data base for operations.

Please apply by attaching your CV only if you have relevant experience and qualifications.

Due to high volume of applications, only shortlisted candidates will be contacted.