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Job Description

The Role

The Document Controller reports to the HSET Manager and is responsible for the administration and control of all documents and records required for operations and site sustaining capital projects of the Kemerton Lithium Refinery. Main activities included within this responsibility are typically receipt, storage, filing, distribution and withdrawal of documents and records, but also communication to and document control process related training of relevant stakeholders.

It is expected for the Document Controller to be a Subject Matter Expert for and Power User of the utilized Electronic Document & Records Management System (EDRMS).

Key Responsibilities

Control of Kemerton operations and site sustaining capital project documents subjected to document control:

• Assignment of document numbers, revision numbers, types;
• Receipt of electronic documents from the document author and formal (quality) check before further distribution. Correction of minor flaws and formatting issues if observed.
• Distribution of electronic documents for review, approval and use;
• Organisation and management of client reviews, inter discipline reviews, etc.;
• Management of concurrent reviews where required;
• Distribution of document hardcopies where required, e.g. for display purposes;
• Withdrawal and archiving of obsolete electronic documents;
• Withdrawal and destruction of document hardcopies
• Filing, storage and archiving of electronic documents at all required stages;
• Interfacing with EPCM subcontractors and engineering service providers for the timely transfer of contractual documentation, management of work packages and provision of standards, specifications, design criteria, etc.

Control of Kemerton operations and site sustaining capital project records subjected to record control:

• Receipt of electronic and hardcopy records from internal or external parties (e.g. suppliers, contractors, clients etc.);
• Interfacing with suppliers ensuring that the deliverables are received on time and are of good quality;
• Distribution, storage and archiving of electronic and hardcopy records;
• Destruction of electronic and hardcopy records after completion of the retention period.

Document and record control processes

• Issuance and maintenance of Document and Record Control Procedures, Guidelines and Work Instructions;
• Provision and implementation of measures to continually improve the document and record control processes.

Electronic Document & Records Management System (EDRMS)

• Support Implementation and expert use of the chosen EDRMS;
• Development and provision of EDRMS training to other internal software users;
• Provision and (if possible) implementation of measures to continually improve the EDRMS.

Work Experience Requirements

• Minimum of 5 years’ experience in a document control function in an operations or project execution environment.
• Previous exposure to document and record control requirements in compliance with ISO 9001 (Quality Management System – Requirements).
• Previous delivery of training to users of document and record control process and software with mixed experience levels.

Education / Qualification Requirements

• Certificate III in Business Administration, Records Management, or similar desirable.
• Excellent computer literacy.
• Advanced EDRMS knowledge.
• Advanced knowledge of MS Word as a minimum.
• Good knowledge of MS Excel and PowerPoint.
• SharePoint and SAP proficiency preferable.
• Skillful in effective communication and stakeholder engagement.
• Proficiency in writing and maintain Procedure, Guidelines and Work Instructions.
• Capability of reading and understanding process flowcharts.

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