Document Control (Technician II)

Description

(IN PLANT ROLE - See Client specific information below in Job Requirements)

Summary of Description:

Responsible for compiling packages for projects in various stages of completion for all clients including transmittals, copies, and distribution. Coordinating with project managers and project design leaders to assure project document needs are met within schedule requirements. Must assure that all documentation is issued according to client requirements. Responsible for scanning and emailing clients required documents. Responsible to developing and maintaining electronic files for all projects and archiving completed projects.

Duties:

• Updating document formatting to meet current requirements.
• Managing the process to control the quality review cycle of work packs, documents, records, and procedures.
• Interfacing with clients in regard to drawing distribution, document check-in/out procedures, vendor documentation and document turnover procedures.
• Acting as the single source contact for client drawing numbers and return of client record archives.
• Issuing "Letters of Transmittal" for all documents/drawings issued to the client.
• Checking all drawings for the last time prior to obtaining approval for issuance in regard to revisions, title blocks, logos, etc.
• Document Control coordination, as well as the ability to spot errors.
• Issuing documents according to client requirements.
• Coordinating with project managers to assure all packages and documents are stamped and signed per client procedures.
• Facilitating the Document Review Process.
• Responsible for all scans and copies of full-size drawings.
• Routine clerical duties.
• Performing any other cross-training functions that may be required.
• Performing other job-related duties, as assigned.

Qualifications:

• Proficient with MS Office (Word/Excel/PowerPoint/Outlook) and Adobe PDF Creator.
• SAP experience preferred, but not required.
• Basic understanding of engineering documents and procedures preferred, but not required.
• Professional appearance.
• Good oral and written communication skills.
• Good organizational skills.
• Lifting and carrying boxes up to 20 lbs.

Education and Experience:

High School Diploma or Equivalent (GED), with additional specialized training or college course work and at least six (6) years of experience; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

Specific Skills:

• Strong organizational skills and attention to detail, a must.
• Ability to multi-task, including ability to understand customer requirements, retrieve information and provide responses satisfactorily and with immediacy and accuracy is required.
• Proficient with Electronic Document Management Systems.
• Proficiency in Microsoft Office applications (Word/Excel/PowerPoint/Outlook) is required; Adobe Acrobat and database applications preferred.

Physical Requirements:

• Ability to sit at a desk and operate a computer for extended periods of time.
• Ability to stand, use hands and fingers, grip, handle or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch or crawl and talk and hear.
• Ability to see with visual acuity and distinguish between colors.
• Ability to operate a motor vehicle and have a valid driver's license.
• Ability to lift and carry 15 lbs. on a regular basis is required and at times lifting up to 25 lbs. may be required.

Requirements

• Due to in plant position the below referenced Job Duties have been provided by client:

RESPONSIBILITIES

o Responsible for the Midstream Projects portfolio document management with a total of over 886 projects from the design, construction, and final handover phases.

o Supervise Engineering firm's document control processes and progress through the lifecycle of a project from design phase to final handover.

o Enforce controlled processes and practices for the creation, review, modification, issuance, distribution, and accessibility of a variety of engineering documentation.

o Enable efficient status tracking, change notification, and provisioning of documents on the approved Company electronic document management system.

o Ensure all approved project contractual deliverables provided to Company at agreed project milestones are in accordance with Company specifications and standards.

o Coordinate with third parties to confirm documentation deliverables are per Company's approved engineering practices.

o Interrelate with multiple company departments for their turnover needs, final as built, operations, information management, and final retention.

o Organize and manage efficient, secure, and appropriate access to documents and records.

BASIC QUALIFICATIONS

o High School diploma or GED equivalent

o 5 or more years of experience in a business environment related to records management such as record storage, filing and retrieval.

o Proficient in Microsoft Office Suite applications (Word, Excel, Outlook, SharePoint)

o Proficient with electronic data management systems and document imaging

o Excellent interpersonal, verbal, and written skills

o Strong initiative with the ability to work independently as well as with a diverse, complex, and broad project team.

o Proficient in SAP

o Knowledgeable in Live Link

o Proficient operating as a-SharePoint Administrator.