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About the company
Australian owned company, Licella is a technology development company specialising in hydrothermal liquefaction (HTL) technology. This technology converts a wide range of feedstocks into high-quality biocrude, which can be upgraded into fuels and chemicals. Licella is focused on sustainable aviation fuel production and also developing advanced recycling solutions for plastics.
The business is deeply committed to the wellbeing of their people and fostering a work environment that prioritises both the physical and psychosocial health and safety of all employees. They believe that a culture of safety goes hand-in-hand with curiosity, innovation, and a focus on finding solutions to create a safer, more efficient workplace.
To uphold this culture, all leaders are entrusted with the responsibility to actively implement and maintain the aspects of Licella’s safety management system within their areas of influence. This ensures that the health, safety, and wellbeing of all workers are always the top priority, while also maintaining full compliance with legislative and policy requirements.
Licella encourage all employees to contribute to this culture of safety by exercising care for themselves and their colleagues, working in a safe and mindful manner, following all safety instructions, and utilising equipment in line with safe work practices. Additionally, they emphasise the importance of promptly reporting any unsafe practices or hazardous conditions, so that we can continuously improve our safety measures and innovate solutions that keep our workplace safe for everyone.
About the role
We are seeking a Document Coordinator who will be responsible for managing the control of technical documents and drawings within the Document Management System (DMS) and the provision of document and drawing management services to internal and external stakeholders.
Success in this role is characterised by a strong attention to detail, a systematic approach, and accuracy in their work.
Key responsibilities
Capable of working for extended periods of time under general supervision, you will be accountable in contributing to technical advice and operational support in:
* Develop management process or systems, for contract and project management documentation
* Maintain continuity of digital files to ensure naming conventions, appropriate file locations, standardised formatting
* Track document approval activities in electronic tracking system
* Manage document version and revision control
* Coordinating and moderating access to the DMS for all Internal and External users
* Provide advice and support to the project team for, the storage and management of all project documentation
* Maintaining a DMS Superusers register for the communication of news and information to users, regarding the DMS
* Assist with project management software and delivery systems which may include 3rd party software applications, SharePoint, other intranet/extranet and shared drives
* While maintaining strict management of IP, the document coordinator will manage hyperlinks and filing on Licella’s private and public SharePoint channels.
* Create and track document passwords for IP sensitive documentation being supplied to third party vendors
* Developing and running automated reports from the DMS
* Review of documentation – test results for raw materials, components and QA inspection documentation to assure material meets specifications
* Creating and coordinating the metadata and associated files so that Drawings and Technical Documents stored within the DMS can be easily retrieved to view or amend
* Providing Drawing and Document Management services and technical support to Internal and External users
* Assisting in facilitating Project closeout of drawings and other technical documents for Handover
* Project related asset and equipment registers
* Writing, reviewing and maintaining Procedures, work instructions, checklists, forms and user guides associated with the Drawing management processes
* The development and implementation of quality audit programs to ensure that acceptable systems, work methods and practices for accessing technical drawings and documents are adopted Internally and by our Consultants and Contractors.
* QA checks on new drawing number requests to ensure compliance with Licella’s standards and other regulatory bodies.
* Drawing Inspections and Audits
* Maintaining subject matter expertise in the delivery of training to new Internal or External DMS users
* Assisting in the scoping, testing and approving of DMS upgrades and of associated new tools
* Assisting with the conversion of paper drawings to files
* Update procedure/specification type word documents as required
* Maintain appropriate form templates for access from company intranet sites
* Responsible for large format print services and digital manipulation to communicate the best digital or analogue solution for print materials, digital media, transparencies
* Build and maintain strong working relationships with and between internal and external stakeholders, delivering a high level of customer service.
* Create and develop a respectful workplace environment that values innovation, curiosity, inclusion, collaboration and transparency to help drive high performance.
* Lead by example; role model desired behaviour and priorities, demonstrate personal accountability for self-development and for achieving quality and timely result.
* Carry out the role in a professional and ethical manner and in accordance with Licella’s values, and other policies.
Skills & Experience
* Microsoft Office
* Demonstrated experience with electronic records and document management systems; project management systems; asset and/or engineering management systems, in a project environment
* Demonstrated experience in database environments and reporting tools
* Applying theoretical and practical knowledge to solve commonly encountered problems
* Applying generally accepted concepts, principles and standards in well-defined areas
* Well-developed analytical, investigation and problem-solving skills
* Demonstrated ability to apply sound methodology to manage own work schedule
* Demonstrated ability to produce high quality technical reports
* Sound ability to use the Microsoft Office suite of products
* Demonstrated ability to work as a team member
* Flexible approach to working hours and after-hours commitments
* Minimum 3 years’ experience, in a similar role
* Renewables Industry background an advantage
* Minimum of 10 years of experience in performing document and records control activities in a regulated environment is highly regarded
Qualifications
* Proven or equivalent transferable experience with electronic records and document management systems; project management systems; asset and/or engineering management systems, in a project environment
* Qualification in Information Management, Business Administration or Records Management – considered an advantage
Seniority level
* Seniority level
Mid-Senior level
Employment type
* Employment type
Full-time
Job function
* Job function
Administrative
* Industries
Services for Renewable Energy, Oil and Gas, and Construction
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