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Document Controls Principal
3 months ago
Job Summary
Document Control is responsible for the submittal and receipt of various documents pertaining to a project. The Document Controls Principal is a subject matter expert who develops policies and procedures for records/data management systems. The incumbent analyzes existing procedures, determines gaps, and develops revisions or new methodology to optimize the Matrix approach to Document Control. The role is responsible for executing production-based project work while progressing policies, procedures, and mentoring the Document Control Group.
The preferred location for this role is Tulsa, OK, but other PDM office locations would be considered (Pittsburgh, PA or Houston, TX).
Essential Functions
- Actively supports the Company’s commitment to safety and its “Core Values.”
- Represents the Company at all times with high moral standards while adhering to the Company’s “Code of Business Conduct and Ethics.”
- Evaluates, develops, and mentors staff around techniques for controlling documents:
- Internal Engineering Work Product
- Client Documents
- Vendor Documents
- Trains employees on records management procedures and policies, which include documentation, retention, retrieval, destruction, and disaster recovery. Prepares support documentation and training materials for end users of document management systems.
- Considers input from stakeholders in the development or troubleshooting of procedures.
- Assists in conducting internal audits and inspections to ensure department work is performed correctly, efficiently and cost consciously.
- Compiles periodic reports as to the status of progress regarding the process improvements.
- Evaluates upcoming requirements for client specific software requests:
- Supports input for Document Control proposal estimates accordingly.
- Supports implementation of designated software within the group.
- Analyzes and provides recommendations and subsequent implementation regarding a unified approach to Matrix Document Control.
- Ensures documents are easily accessible as required and organized intelligently and intuitively.
- Owns the project file structure template and works with respective stakeholders in its upkeep.
- Owns project share site templates.
- Interfaces with client document management group on incorporating client specific document control procedures to be implemented on projects.
- Audits Internal, Contractor and/or Supplier documents and document management systems to ensure adherence to project document control procedures.
- Performs additional responsibilities, as directed.
Qualifications
- Bachelor’s degree in Records Management, Business Administration or related area preferred, or equivalent education/experience in lieu of degree.
- 5+ years of related experience working in an office environment, preferably in the construction or oil & gas industry.
- Strong organizational skills, with attention to detail and to accuracy.
- Excellent written and oral communication skills - there will be a need to keep regular contact with project personnel.
- Prior experience with Hexagon Document / Information management software is preferred.
- Prior experience with Adept document control software is preferred.
- Familiarity with engineering and construction industry practices, processes and standards and their impact on project activities.
- Familiarity of engineering prints, procedures and databases is desired.
- Must have excellent organizational skills and strong oral, written, and interpersonal communication skills.
- Must have strong computer skills, including Microsoft Word, Excel and Outlook and Adobe PDF, as well as FTP sites such as SharePoint.
- Ability to prioritize and multitask in a high paced environment, high sense of urgency is strongly preferred.
- Team oriented attitude with willingness to help support all departments, if needed.
In addition, full-time employees are offered a comprehensive benefits package, including medical, dental and vision plans covering eligible employees and dependents, disability benefits, life and AD&D insurance, an employee assistance program (EAP), a 401(k) plan with company match, an employee stock purchase plan (ESPP), a robust wellness program and adoption assistance. Some employees may also be eligible for paid time off, tuition reimbursement and a performance or safety bonus program.
At Matrix, we are dedicated to building a diverse, inclusive, and authentic workplace. We encourage all whose experience aligns with the listed qualifications to apply and explore joining our organization.
EEO/M/F/Disability/Vets/Affirmative Action Employer
We are an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, genetic information, marital status, disability, veteran status, or other legally protected characteristic or category.
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