Opentext Administrator

3 weeks ago

San Diego, United States E2 Consulting Engineers, Inc. Full time

About the Organization:
E2 Consulting Engineers, Inc. (E2) is a professional services firm established in 1988 specializing in a full spectrum of engineering services including, project engineering and design, federal base operations and infrastructure support services, gas pipeline construction and inspection services, environmental consulting and remediation, and information technology services. At E2, we value safety, innovation and collaboration, and we are dedicated to excellence.

Overview:
Our client is in the process of implementing OpenText PDMS as their record retention system. The role will require coordination between our OpenText team and our client. The person will work with the client's Document Management Lead and will help support the implementation process.

**Responsibilities**:

- Integrate known processes into Standard Operating Procedures (SOP).
- Analyze system for automation opportunities and identify any security or permission issues to ensure the system is stable and adheres to policies.
- Create and update program and project team documents and subsequent versions.
- Attend regularly and as-needed meetings with managers and stakeholders.
- Create detailed summary of items in project/program build through a business requirement document capturing key milestones, workflow diagrams and Phases.
- Coordinate tasks with other Document control Specialist & System Administrators.
- Advise management of risks that may affect health, performance of DMS.
- Communicate timely and effectively with clients and stakeholders.
- Adhere to the prescribed Standards, SLAs, and templates.
- Report custom build and system updates of group directly to manager & other key stakeholders.
- Collaborate with stakeholders to create and refine best practices.
- Help with integration of Document management system to other platforms, such as SharePoint, SAP, P6, Procore, Open text, Oracle, Azure, SQL, PowerShell, PowerApps, Power Automate.
- Support project management team to maintain timely and effective change management process, procedures, and systems.
- Perform routine audit checks of project sites and inform Managers about issues that need to be resolved. Such permissions, cyber security, access issues.
- Assess gaps and key requirements for meeting deadlines.
- Create and maintain document management standards and manual.
- Act as an “agent for change” in the company’s DMS implementation and complete transition.
- Focus on record coding and retention accuracy to certify proper handling of important files, documents, and forms per Sempra Energy policies.
- Perform daily system tasks as support request tickets, access upkeep, system maintenance.
- Provide direct supervision and oversight of the entire Document Management System.
- Perform routine QA/QC checks of project sites and inform Project Managers about issues that need to be resolved. Such as Submittals, Project deliverables.
- Create summary and detailed project reports for management and project team members including analysis any delays, Outstanding process, and procedures.
- Assess gaps and key requirements for meeting deadlines.
- Create and maintain document management standards and manual.
- Monitor and facilitate business process improvement changes or process changes in DMS.
- Provide consistent and standardized training for all new / existing team participants.
- Develop training materials and lead training sessions for document and protocol management.
- Focus on record coding and retention accuracy to certify proper handling of important files, documents, and forms per Sempra Energy policies.
- Perform daily document management tasks such as naming and tagging documents.
- Provide direct supervision and oversight of the entire project and work of Document control.
- Maintain Document System database and quality control of all documents.
- Develops, trains, and mentors lower-level Document control Specialist.

Qualifications:
**Technical Responsibilities**:

- Proficient in OpenText PDMS, Office 365, Procore, Visio, Dev tools.

**Managerial Responsibilities**:

- Maintain Document System database and quality control of system Integrity.

**Direction Received**:

- Works under direction of Document System Advisor, Project/program managers, and business unit managers or their appointees.

**Communication Skills**:

- Communicate effectively to a diverse audience of different levels of education and expertise verbally and in writing; able to present to a large audience; works well in one-on-one and group settings requiring excellent interpersonal skills. Ability to break down complex and technical process in paper or in person as required.

**Experience**:

- Minimum of 5+ years of direct or relevant experience with degree. 8-10 years direct or relevant experience without degree. Responsible for projects or portfolio, Servers maintenance, Cyber Security Protocols.

**Education**:

- High school graduate required.
- Bachelor's degree in

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