Document Management Technician

About the Role

As part of the Project Team under the direction of the Project Records Manager, this role provides document management support, guidance, and coordination of work scope between home office, alternate execution centers (AEC), design partners, jobsite, and client. The position includes receiving, processing, indexing, distributing, retrieving, and maintaining operation and/or project records in accordance with established policies and procedures. The role requires attention to detail to ensure accuracy and completeness of records in the Enterprise Management Content System (ECMS). This position works closely and professionally with peers, technical leads, supervisors, and clients.

Major Responsibilities

• Participates in the maintenance of the document management system and assists with establishing work processes.
• Interfaces with project team members, client, design partners, and field personnel on a routine basis for the resolution of questions, issues, or actions relating to document management.
• Keeps abreast of department/project technologies, techniques, and services.
• Maintains effective communication with other project team members, client, and field personnel to ensure quality and schedule are met, and provides effective problem resolution.
• Monitors and reviews data entry accuracy for assigned tasks by performing daily, weekly, and monthly quality checks on all documents to verify data accuracy. Ensures records are complete, accurate, and compliant with procedural requirements.
• Adheres to data entry accuracy rates established by the supervisor/organization.
• Supports audits for quality assurance, internal technical reviews, client reviews, and ISO 9001.
• Reviews, logs, indexes, distributes, maintains, retrieves, and files a wide range of project records and revision-controlled documents (e.g., drawings, specifications, supplier submittals, correspondence, material requisitions, construction work packages, change documents, etc.) in accordance with established procedures, instructions, and guidelines.
• Assists project team members in resolving questions or issues related to document numbering, work process, electronic signatures, document legibility, etc.
• Provides guidance to project personnel on records security classification policy and procedures.
• Assembles information needed to support project activities.
• Creates and distributes document processing reports, as requested.
• Provides metrics, as requested.
• Performs other tasks as assigned by supervisors and managers.
• Ability to work overtime on short notice as required.

Requirements & Tech Stack

• Intermediate to expert proficiency in Microsoft Office Word, PowerPoint, Outlook, and Excel. A skills test may be administered.
• Intermediate to expert proficiency in Database entry and filing. A skills test may be required.
• Demonstrated knowledge of implementation and instruction on automated applications relative to document control, scheduling, and collaboration.

Qualifications

• Bachelor's degree; or in lieu of degree, five (5) years of relevant work experience.
• Experience in document control practices and processes.
• Excellent working knowledge of computer applications.
• Ability to function well in a fast-paced environment and deal with pressure professionally.
• Must be proactive, use individual initiative, follow assignments through to completion, be attentive to detail, produce quality products, and adhere to tight deadlines.
• Ability to learn new software applications and train others on software use.
• Ability to provide guidance to others in the work group.
• Possess a high degree of flexibility, strong interpersonal skills, and a proven record as a team player.
• Effectively deal with and adjust quickly to changing priorities.
• Good oral and written communication skills.
• Ability to work independently while keeping supervisor apprised of status/issues.
• Must be willing to travel as required.
• Must have the right to work and remain in the United States without sponsorship.
• Must be able to pass a drug screen and background check.

Preferred Qualifications

• Current working experience with Aconex.
• Prior experience working in an engineering, procurement, construction environment.
• Knowledge of Bechtel’s organization structure, functions, policies and procedures, industry and regulatory standards.