The Document Control Specialist is responsible for the administration, control, maintenance, distribution, and archiving of documents related to Noble's Management System in Brazil. The position ensures that policies, procedures, work instructions, records, regulatory documentation, and audit evidence are accurately managed, maintained, and readily available to support compliance with Noble standards, Brazilian regulations, ANP requirements, Petrobras requirements, and PEO Sondas expectations.
The role supports the Lead Auditor and all operational and functional departments by ensuring document integrity, version control, accessibility, and compliance with document management requirements. The Document Control Specialist plays a key role in audit readiness by maintaining organized and up-to-date documentation necessary for internal, customer, regulatory, and third-party audits.
RESPONSIBILITIES/DUTIES
Document Control Management
- Administer and maintain Noble Brazil's document control system and associated processes.
- Ensure all management system documentation is properly controlled, reviewed, approved, distributed, and archived.
- Maintain document version control and ensure only current approved documents are available for use.
- Manage the lifecycle of policies, procedures, work instructions, manuals, forms, templates, and records.
- Maintain document registers, revision histories, and document status reports.
- Ensure obsolete documents are removed from circulation and archived in accordance with company retention requirements.
Management System Support
- Support the Lead Auditor in maintaining documentation required by Noble's Management System.
- Coordinate periodic reviews and updates of management system documentation.
- Assist departments in developing, formatting, revising, and publishing procedures and work instructions.
- Ensure management system documentation remains aligned with Noble standards, Brazilian regulations, ANP requirements, Petrobras requirements, and PEO Sondas expectations.
- Track document review schedules and notify document owners of upcoming revisions.
Audit Readiness Support
- Maintain audit documentation, records, evidence files, and compliance registers.
- Support preparation for ANP, Petrobras, PEO Sondas, customer, and internal audits.
- Ensure audit-related documentation is organized, current, and readily accessible.
- Assist with the collection, verification, and distribution of documents requested during audits and inspections.
- Maintain records of audit findings, corrective actions, and supporting evidence.
Regulatory and Compliance Documentation
- Maintain controlled records demonstrating compliance with applicable regulatory and contractual requirements.
- Support the collection and management of compliance evidence required by regulatory agencies and customers.
- Ensure retention and storage of documentation comply with legal, regulatory, and company requirements.
- Monitor documentation completeness and identify gaps requiring corrective action.
Operational and Functional Department Support
- Provide document control support to Operations, HSE, HR, Supply Chain, Maintenance, Finance, and other departments.
- Facilitate efficient document workflows between offshore and onshore teams.
- Support mobilizations, customer requests, inspections, and operational readiness activities requiring controlled documentation.
- Assist departments in maintaining accurate records and compliance documentation.
Records Management
- Establish and maintain electronic and hard-copy filing systems.
- Ensure records are properly indexed, stored, protected, and retrievable.
- Manage document retention and destruction processes in accordance with company requirements.
- Support data integrity and information governance initiatives.
Continuous Improvement
- Identify opportunities to improve document control processes and system efficiency.
- Participate in management system improvement initiatives led by the Lead Auditor and Service Delivery Manager.
- Support implementation of new document management tools, technologies, and best practices.
- Promote compliance with document control processes across all departments.
REQUIREMENTS/QUALIFICATIONS
Required
- Technical degree or bachelor's degree in Business Administration, Quality Management, Engineering, Information Management, or related field.
- Experience in document control, quality systems, compliance, or management system administration.
- Strong knowledge of document management systems and records management practices.
- Good written and verbal communication skills in Portuguese and English.
- Strong organizational skills and attention to detail.
- Ability to manage multiple priorities and work under deadlines.
- Ability to maintain confidentiality of sensitive company information.
- Proficiency in Microsoft Office applications and electronic document management systems.
Preferred
- Experience within the oil and gas, offshore drilling, maritime, or highly regulated industries.
