Documentation Specialist II

Overview

The Documentation Specialist II coordinates between the Project Team and Operations to ensure all required project documentation and information is properly identified, reviewed, tracked, and transferred to support operational planning, start-up readiness, and ongoing operations. This role develops and supports the Documents for Operations (DFO) strategy, ensures contractor and supplier deliverables meet company requirements, and manages the final handover of documentation through the company’s Electronic Document Management System (EDMS).

Responsibilities

• Coordinate communication and documentation activities between the Project Team and Operations.
• Develop and support the Documents for Operations (DFO) strategy, schedule, and handover processes.
• Ensure Project Team members, contractors, and suppliers understand and follow company DFO requirements and specifications.
• Identify documentation required for start-up, operational readiness, asset integrity, and ongoing operations.
• Coordinate with stakeholders to establish documentation requirements, formats, delivery expectations, and information-management processes.
• Plan and conduct DFO workshops, refresher training, and informational sessions for Project Team members, contractors, and suppliers.
• Provide guidance and assist with resolving DFO questions, issues, gaps, and deviations.
• Monitor the review, turnover, and final handover of contractor and supplier documentation.
• Track DFO deliverables and prepare progress and status reports throughout the review and handover process.
• Identify documentation gaps and deficiencies and develop appropriate resolutions.
• Report significant deficiencies and potential project impacts to the Project Information Management Lead.
• Prepare and transmit early and final documentation packages to Operations.
• Identify issues that may affect final documentation quality, cost, or project schedules.
• Conduct internal Project Team audits and external audits of contractors and subcontractors.
• Track audit findings and ensure identified issues are addressed and resolved.
• Establish and maintain performance measurements to support DFO tracking and progress reporting.
• Ensure final drawings, documents, and associated information are accurately loaded into the company’s Electronic Document Management System (EDMS/UDocs).
• Verify contractor and supplier documentation meets contractual requirements before final handover to Operations.

Qualifications

• Bachelor’s degree in a technical or engineering discipline preferred.
• Experience in operations, project technical support, document control, information management, or a related field.
• Strong experience with document-management processes, information-management systems, and electronic document-management tools.
• Advanced knowledge of information-management principles and practices.
• Experience developing, reviewing, tracking, and transferring technical project documentation.
• Understanding of documentation and information requirements for operating oil and gas facilities.
• Experience supporting production, refining, chemical operations, engineering, construction, or major capital projects preferred.
• Familiarity with Documents for Operations (DFO) processes and operational handover requirements.
• Experience working with Electronic Document Management Systems (EDMS); UDocs experience preferred.
• Ability to review documentation requirements and identify gaps, deficiencies, and compliance issues.
• Strong organizational, tracking, auditing, and reporting skills.
• Strong written and verbal communication skills.
• Ability to coordinate and communicate effectively with project teams, operations personnel, contractors, suppliers, and leadership.
• Ability to influence teams and ensure requirements are met without having direct authority over those responsible for the deliverables.
• Strong attention to detail with the ability to manage multiple documentation priorities and deadlines.
• Must meet conditional job offer requirements including background, drug test, fit for duty and agility.