Documentation Analyst

Position Title: Documentation Analyst

Reporting To: Documentation Manager

Location: Guarapari - ES

PURPOSE OF POSITION

This professional will be responsible for overseeing the lifecycle of technical documentation and quality control records within established document control systems. Key responsibilities encompass the construction of documentation, alongside the critical review, maintenance, and updating of these documents to ensure strict compliance with project requirements, quality standards, and internal procedures.

Furthermore, the position requires proactive problem-solving skills to address issues related to documentation processes and content, including the analysis and investigation of non-conformities identified within documentation or associated quality records, proposing corrective actions as needed.

Role specific responsibilities

The role holds key responsibilities that require a deep understanding of technical processes and documentation, coupled with strong analytical capabilities. Their primary duties are designed to ensure the efficient and compliant management of project documentation and quality records, directly supporting the overall departmental objectives. This is crucial in supporting the overall documentation management strategy and ensuring the integrity and quality of information.

- Document System and Database Management: Maintaining document tracking systems and databases, ensuring the accuracy, integrity, and traceability of all project document versions, statuses, and associated data.
- Workflow Monitoring and Control: Monitoring the documentation workflow rigorously, ensuring that all documents efficiently progress through the required stages of creation, review, approval, and distribution in accordance with established procedures.
- Technical Document Review and Compliance Analysis: Conducting detailed technical review of project documentation (such as Inspection and Test Plans - ITPs, Application Procedures - APRs, Final Reports, and Databooks) prior to final approval. This involves a thorough check for completeness, basic technical consistency, correct formatting, and strict adherence to internal standards, client requirements, and applicable regulations. Analyzing documentation compliance with Quality Plan and HSEQ Policy guidelines is a critical part of this responsibility.
- Information Flow Monitoring: Monitoring the flow of documents and information exchange between project teams, internal technical departments (including collaboration with the EMEAA region), clients, and third-party laboratories to ensure timely and accurate communication.
- Documentation Package Preparation: Preparing comprehensive documentation packages and necessary support materials for internal discussions and external meetings.
- Process Improvement: Proactively identifying opportunities and proposing improvements to document control processes and procedures to enhance departmental efficiency, productivity, and overall effectiveness.
- Operational Problem Solving: Investigating and resolving documentation-related issues or discrepancies at the operational level. This includes analyzing root causes and implementing solutions, while escalating more complex or significant impact issues to the appropriate level for resolution.

Health, Safety & Environment

- You are responsible for your own safety and the safety of others at work. You must perform all tasks safely, follow all HSE policies and procedures, cooperate with management and colleagues, and apply any HSE training provided. You must also report any hazards, injuries, risks, or shortcomings in safety arrangements to your line manager immediately.

REQUIREMENTS

Job Specific Education Required:

- Currently pursuing or completed Technical or University studies.

Work Experience Required:

- Experience in document control, quality management, or technical roles within industrial, project-based, or the offshore/coating sectors.

Skills & Knowledge Required:

- Advanced proficiency in the Microsoft Office Suite (Excel, Word, PowerPoint), including advanced features for creating and manipulating complex documents and spreadsheets.
- Industrial Technical knowledge.
- Advanced knowledge on Excel and Word.
- Advanced English (reading, writing, and speaking) is highly desirable, given the interaction with international teams and clients.
- Excellent written and verbal communication skills, with the ability to interact clearly and professionally with different hierarchical levels and stakeholders (internal and external).
- Ability to work independently and collaborate effectively in a team environment.
- Strong ability to analyze information, identify inconsistencies, resolve documentation-related issues, and propose effective solutions.

The requirement to travel % of time: 10% - 30%