Records Coordinator

Job description / Role

Job purpose

Provide day-to-day administration of electrical, mechanical, instrumentation & control (I&C), Fix-It-Now (FIN), and support maintenance planningu2019s quality document control and records management to ensure program-wide compliance with regulatory and security requirements.

Key activities, responsibility & accountability

Collect hard copy documents and scan and upload soft copies of the documents in the system as per the established procedures to ensure that records are captured and managed according to relevant standards and best business practices.
Track all technical documents such as drawings, reports, specification, etc., to register them in document and record systems to ensure all documents are easily available and retrievable if required.
Ensure all the documentation is controlled using the approved documentation management system including conducting day-to-day document quality checks, maintenance, and version control of electronic and paper documents, and monitoring electronic folder structure to ensure alignment to the organizationu2019s requirements.
Provide notification of updates as required to registered document users, which may include issuing controlled hard copies and providing notification of the update to ensure that users are provided the latest document versions.
Monitor the document control library storage as well as the retrieval of project documentation to ensure compliance with documents and records management procedures and policies.
Draft and file maintenance work packages for distribution to ensure appropriate work package contents are communicated to maintenance, work management and engineering (as required).

Responsibilities & accountabilities (contd.)

Provide basic administrative support to the maintenance planning sections as directed to ensure the smooth running of section activities.
Create and keep logs of activities and events, as required, to ensure compliance with regulatory, industry, and corporate requirements.
Create and maintain workload reports, as required, to provide information for productivity and work completion analysis and to ensure compliance with regulatory, industry, and corporate requirements.

Professional certifications

N/A

Qualifications

Diploma.
2 years of relevant experience or equivalent as stated in the Job Description Procedure (HR-PRC-0004).

Experience

2 years of relevant experience or equivalent as stated in the Job Description Procedure (HR-PRC-0004).