Summary
Overview
Work history
Skills
References
Timeline
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Nicola Smith

Insch

Summary

Diligent professional with strong organisational and communication skills, paired with keen eye for detail and proficiency in document management software. Proven ability to coordinate large-scale documentation projects and ensure compliance with industry standards. Ready to streamline processes and enhance document control efficiency in any organisation.

Overview

23
23
years of professional experience

Work history

Lead Document Controller

PD&MS Group, Aberdeen
Aberdeen
11.2009 - 08.2025
  • Lead a team responsible for receipt, issuance, and control of company and client deliverables.
  • Implemented ProArc document management system to enhance operational efficiency.
  • Supervised Document Control Department comprising 11 staff across Aberdeen and Baku.
  • Managed department KPIs to ensure timely delivery of documentation to over 20 clients.
  • Refined document control processes through collaborative discussions with line supervision.
  • Liaised with client document control teams to ensure adherence to procedures.
  • Oversaw accurate maintenance of document control records in compliance with company policies.
  • Handled daily document queries including numbering, searches, and report generation.

Senior Document Controller

KCA Deutag, Aberdeen
Aberdeen
02.2008 - 11.2009
  • Ensured compliance with KCA DEUTAG Management Systems and Procedures for all work.
  • Established and managed project files and numbering in collaboration with project team.
  • Controlled engineering documentation produced by RDS, including document numbering and registers.
  • Facilitated reproduction of engineering workpacks and deliverables with external parties.
  • Managed receipt, control, and timely return of vendor documentation.
  • Oversaw library of technical manuals, codes, and standards maintained by RDS.
  • Supported document controllers from other RDS offices through effective liaison.
  • Administered storage system for closed-out project documentation, overseeing archiving processes.

Document Controller

Amec Oil and Gas, Aberdeen
Aberdeen
07.2006 - 02.2008
  • Issued design and vendor documents per distribution matrix.
  • Compiled electronic work packs, ensuring timely delivery to clients.
  • Assisted engineers with procedural queries and document structures.
  • Allocated project document numbers efficiently and accurately recorded them.
  • Checked, distributed, and indexed returned comments for improved clarity.
  • Trained document controllers in effective document control practices.
  • Archived documents systematically for future reference.
  • Achieved proficiency in Cimage, Convero, and DCS.

Document Controller

ExxonMobil, Aberdeen
Aberdeen
12.2003 - 06.2006
  • Maintained comprehensive lists of controlled documents and issued document numbers.
  • Entered data into IMS Access database for accurate record-keeping.
  • Uploaded approved electronic files to IMS Local Area Network (LAN) directory.
  • Processed registration, amendment notifications, and impending review forms efficiently.
  • Controlled distribution, retention, and flagged review dates for timely actions.
  • Transmitted documents internally as per agreed distribution lists.
  • Removed obsolete documents from IMS and electronic document management system.
  • Supported engineering groups with document maintenance, control, storage, and archiving.

Corporate Events Administrator

ExxonMobil, Aberdeen
Aberdeen
11.2003 - 12.2003
  • Sending out invitations to the Christmas Dinner and Dance to all ExxonMobil staff and Contractors via e-mail, post, fax.
  • Record all responses from employees/contractors attending 1 of 2 dances.
  • Filing of all responses.
  • Sending out children's Christmas voucher entitlement form.
  • Reserving tables for the Xmas dinner and dance for personnel.
  • Dealing with any queries personnel may have regarding the Xmas dinner & dance(s).

Administrator

ExxonMobil, Aberdeen
Aberdeen
02.2003 - 10.2003
  • Accounted for all assets and detailed maintainable assets under Building Services Control.
  • Grouped assets by trade or responsible person origin.
  • Produced annual maintenance planner for each discipline.
  • Developed and collated working procedures and operation manuals for assets.
  • Re-filed asset maintenance documentation into new folders.
  • Identified shortages in maintenance and repair evidence.
  • Arranged service visits and completed filing of documentation.
  • Ensured eight-month project objectives were met.

Skills

  • Document control
  • Team supervision
  • KPI management
  • Team collaboration
  • Database management

References

References available upon request.

Timeline

Lead Document Controller

PD&MS Group, Aberdeen
11.2009 - 08.2025

Senior Document Controller

KCA Deutag, Aberdeen
02.2008 - 11.2009

Document Controller

Amec Oil and Gas, Aberdeen
07.2006 - 02.2008

Document Controller

ExxonMobil, Aberdeen
12.2003 - 06.2006

Corporate Events Administrator

ExxonMobil, Aberdeen
11.2003 - 12.2003

Administrator

ExxonMobil, Aberdeen
02.2003 - 10.2003

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