Maintenance Records Coordinator

Job Purpose

Provide day-to-day administration of Electrical, Mechanical, Instrumentation & Control (I&C), Fix-It-Now (FIN), and Support Maintenance Planning's quality document control and records management to ensure program-wide compliance with regulatory and security requirements.

Key Activities, Responsibility & Accountability

Activity:
Documents and Records Management

Responsibilities and Accountabilities:

1. 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.
2. Track all technical documents such as drawings, reports, specifications, etc., to register them in document and record systems to ensure all documents are easily available and retrievable if required.
3. 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 organization's requirements.
4. Provide notification of updates as required to registered document users, which may include issuing controlled hard copies and providing email notification of the update to ensure that users are provided the latest document versions.
5. 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.
6. Draft and file maintenance work packages for distribution to ensure appropriate work package contents are communicated to maintenance, work management, and engineering (as required).

Administrative Support

Responsibilities and Accountabilities:

1. Provide basic administrative support to the maintenance planning sections as directed to ensure the smooth running of section activities.
2. Create and keep logs of activities and events, as required, to ensure compliance with regulatory, industry, and corporate requirements.
3. 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.

Outage and Emergency Response Organization (ERO) Support

Responsibilities and Accountabilities:

1. Support outage and/or the ERO, as assigned, to ensure safe, reliable, and continued operations; this may require shift work/off hours support.

The incumbent is expected to perform standard activities as per attachments 4 & 5 in the Job Description procedure (relating to Health, Safety and Environment, Security and Business Continuity, People Management, Excellence and Quality Management).

Professional Certifications

Minimum
• ISO 9000 Certification.

Qualifications

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

• 2 years of relevant experience.
• Experience in Document Control Management System.