Document Management Systems Specialist

Job Description

Zachry Engineer Corporation (ZEC) is looking for a detail-oriented Document Management Systems Specialist. This is a great leadership opportunity to transform the organization’s document management capabilities and greatly impact the engineering business.

Summary

The Document Management Systems Specialist will lead all technical aspects of document management across all engineering operations in the US. This role will lead the rollout, training, and support of Aconex as we standardize our document management tool across all engineering operations. This role will develop and maintain procedures and processes for ZEC’s document management system.

Responsibilities

• Develop and maintain business processes and procedures to ensure consistency among all engineering operations
• Revision of existing work processes to right-size for both greenfield and brownfield projects.
• Development and maintenance of training materials with an emphasis on clarity and quick onboarding
• Create and maintain SharePoint and other collaboration areas used for document management activities
• Oversight of employees and contractors operating within the client’s document management systems such as SmartCloud, OpenText, EPIXc, and SharePoint
• Quality control for metadata, document contents, and cross-referencing
• Assure Project Support Specialists are regularly meeting with Engineering Discipline Leads active in the document management system to ensure compliance with the client’s standards (tagging, document numbering, final turnover deliverable requirements, etc.)
• Administrative duties such as access control, periodic access reviews, check-in and check-out, and concurrent engineering notifications
• Manage Records Management Guidelines (RMG) compliance for all document management systems
• Perform quarterly records retention audits and execute resulting follow-ups after alignment with OIMS 4.1 administrator
• Ensure RMG information is properly included in all new documents
• Coordinate post Management of Change drafting updates with HVEC drafting resources
• Ensure completeness of document updates
• Coordinate handover of documents to operations during construction and project close out
• Manage As-Built work process
• Ensure collection and retention of construction documentation such as fabrication record books
• Ensure completeness of document updates
• Manage check-in of engineering databases and associated quality control work processes

Qualifications

• Bachelor’s degree with previous experience in other functional areas
• Minimum of 10 years of experience in project document control management in the engineering industry
• Technical proficiency of Aconex EDMS
• Experience transitioning an organization through the deployment of Aconex
• Prior experience providing EDMS training and developing training materials
• Experience developing and maintaining document management processes and procedures
• Prior administrative management experience
• Compliance for all document management systems
• Possesses excellent oral and written communication skills
• Leads project meetings and makes presentations
• Problem solving skills, works to resolve complex situations with appropriate management
• Dependable by meeting deadlines, working independently, accountable for work, maintains focus, punctual, and a good attendance record
• Maintain a professional attitude and be able to work interdependently or work as a team member when needed

Preferred Requirements

• 15 years of total experience with at least 10 in a technical role and 5 in a leadership/managerial role

Physical Demands:

Employee will be required to communicate in person, via telephone, email, video chat and software systems. Position may include visits to construction sites and industrial facilities requiring mobility (on ground and at heights) and the use of personal protective equipment (PPE) including but not limited to: hardhat, safety glasses/goggles, ear plugs/muffs, masks/respirators, safety vests, gloves and work boots.

Work Environment

Employee will work in multiple environments including an office or in a trailer or building on construction sites. On construction sites, noise levels will be moderate to high. Job sites may contain the following: light to heavy equipment vehicles, small to large equipment, materials, communication equipment and tools, people standing, walking, sitting, signaling, and talking. Noise levels vary and may include bells, whistles, and alarms.

The above description covers the fundamental responsibilities of the Document Management Systems Specialist. It shall not be construed as a complete listing of all miscellaneous, incidental or similar duties which may be required from day-to-day.

Zachry Group is dedicated to providing a Safe and Drug Free work environment; and is an Equal Opportunity Employer.