Document Control Administrator

Summary

The Document Control Administrator will be responsible for ensuring that SVEC’s application of document control best practices, contracts and agreements meet all necessary and applicable internal, regulatory and legal standards. This role is critical in ensuring that the Cooperative’s obligations are met, risks are managed, and projects are contracted, and documented successfully.

Reporting

· Reports to: Manager of Revenue and Reporting

· Directs: None

Responsibilities

• Develop and implement comprehensive company policies and procedures for document control, focusing on proper retention, efficiency, accuracy, accessibility, consistency, and security.
• Establish and maintain a best-in-class document control system(s) to track revisions, approvals, and distribution of documentation.
• Oversee and administer a document control process for SVEC, ensuring all documentation is accurate, organized, easily retrievable, and handled in a consistent manner.
• Establish and foster a collaborative working group of key decision makers from throughout the Cooperative to ensure all required documents are up to date and available.
• Provide leadership and direction to team members, fostering a culture of collaboration, accountability, and excellence in document management practices.
• Audit document control processes regularly to ensure accuracy and efficiency, recommending improvements where necessary.
• Develop, review, and support negotiations of contracts with vendors, suppliers, consultants, and contractors to ensure compliance with company policies, regulatory requirements, and legal requirements.
• Coordinate with internal stakeholders, including individual department staff and project management teams, to:
• Facilitate contract development and execution, including document development for applicable bids, information, and proposal solicitations.
• Administer and monitor contract performance to ensure compliance with terms and conditions.
• Ensure timely renewals, amendments, and terminations of contracts as necessary.
• Assist in resolving disputes and claims related to contracts.
• Close contracts per regulatory, legal, or other needs. Assist in project closeout by ensuring that all final documents are compiled, archived, and properly handed over to the appropriate individual(s).
• Identify and mitigate potential risks associated with contracts and recommend appropriate actions, in collaboration with the Cooperative’s General Counsel, to management.
• Provide training and guidance to staff on contract policies, procedures, and best practices.
• Monitor and report on contract performance metrics and key performance indicators (KPIs).
• Support audits and compliance reviews related to document control, including contracts.

Education and Experience

• Bachelor’s degree in Business Administration, Law, Supply Chain Management, or a related field. A Master’s degree or Juris Doctor (JD) is a plus.
• Minimum of 3-5 years of experience in document control, contract administration or management, preferably within the utility or energy sector.
• Certification in document control or contract management (e.g., Certified Document Control Professional (CDCP), Certified Professional Contract Manager (CPCM), Certified Commercial Contracts Manager (CCCM), or equivalent) is highly desirable.

Required Skills and Abilities Strong knowledge of document control, contract law, procurement practices, and contract management principles.

• Possess an audit mindset, bringing critical thinking, attention to detail, professional skepticism, adaptability, business acumen, and a focus on identifying potential risks to the work being accomplished.
• Familiarity with the electric utility industry, including regulatory requirements and industry standards.
• Excellent negotiation, analytical, and problem-solving skills.
• Proficiency in contract management software and Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong attention to detail and ability to manage multiple contracts and deadlines simultaneously.
• Effective communication and interpersonal skills to interact with various stakeholders.
• Ability to work independently and as part of a team.
• Ability to handle confidential information with discretion and maintain a high level of integrity.

Physical Requirements

• Participation in SVEC job safety and training programs, relevant workshops, seminars and other SVEC sponsored courses and events.
• Must be able to use office equipment including telephone, computer, and other systems and related software in the performance of position responsibilities.
• Must be able and available, during any and all types of weather conditions, to work weekends, holidays, evenings and other times outside normal duty hours to assist in service restoration and other emergencies that may arise or when the workload demands.
• Must always maintain an operating telephone or personal communication device at his/her place of residence. Ability to contact the telephone or personal communication device must be made available to SVEC for the purpose of contacting the manager to conduct legitimate routine and/or emergency business.
• This position involves primarily inside work. Must be able to lift objects unassisted (up to 30 pounds). Some standing, walking, climbing, balancing, stooping, kneeling, crouching, or crawling to a minimal degree.

Job Type: Full-time

Benefits:

• 401(k)
• AD&D insurance
• Dental insurance
• Disability insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid parental leave
• Paid time off
• Parental leave
• Professional development assistance
• Relocation assistance
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Education:

• Bachelor's (Required)

Experience:

• Document management: 3 years (Required)

Work Location: In person