Job Description

Job Summary

Overview

This role will function within our Capital Projects team and will work in tandem with expediting to ensure deliveries meet project milestones. A successful candidate will begin documenting requirements at the RFQ stage and continue from Purchase Order to the delivery of material and documentation requirements. We are a small team with big impacts for the organization and all of our major clients.

Job Description

The Document Management Specialist reviews project documentation requirements (EPC and Field Service projects), and assists/conducts documentation kick-off meetings. Maintains project documentation requirements, and documentation logs to provide status of documentation. Creates/locates/modifies non-standard document deliverables. Prepares and submits outgoing documentation submittals and assists in processing incoming documentation. Develops and submits documentation reports. Works closely with PM, Engineering, Vendors and other staff members for the purpose of exchanging information.

Work Performed

• Verify technical documentation to ensure correct numbering, formatting, revisioning, checking, approving and any other client expectations.
• Participate in project meetings with internal and external customers.
• Maintain document control files & distribute technical documentation through transmittal process required by each individual client.
• Assist in cataloging and controlling technical documentation in our SharePoint (M365) environment.
• Help troubleshoot / resolve / train end user questions / needs.
• Perform other clerical duties as needed / requested.
• Review pertinent contract portions for information relating to functional execution processes.
• Contributes to setting up the project-specific databases and processes.
• Contributes to writing the project-specific document management plans.
• Adheres to company and project quality requirements.
• Promote departmental improvement / development.
• Promote own professional development.

Skills

• Demonstrates effective oral and written communication skills
• Able to establish and maintain proactive and professional relationships with all levels of personnel.
• Demonstrates solid clerical, organizational, and typing skills.
• Demonstrates solid time management skills and the ability to keep stakeholders up to date
• Demonstrates intermediate database skills
• Demonstrates intermediate Excel skills (formulas, formatting, tables, etc)
• Ability to work alone with minimal supervision after instruction has been provided

Previous Experience: Minimum of (2) years of Document Control or equivalent experience.

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