Document Control Administrator II

Audubon Companies • Tulsa, OK

2d • Onsite

About The Position

Audubon is currently seeking a Document Control Administrator II to join our team in our Tulsa, OK Office. The Document Control Administrator II will create and maintain project filing system, and maintains project-related databases. Receives, processes, monitors and expedites internal and external distribution of engineering and supplier documentation. Ensures that customer requirements are implemented. Works under general supervision receiving instructions covering generally, what is to be done, priorities and deadlines.

Requirements

• High school diploma or GED.
• Familiarity with technical data and specifications, engineering and supplier drawings, purchase orders, non-conformance controls and other project-required documents.
• Knowledge of EDMS (Electronic Data Management Systems) and project related databases.
• Knows how to distinguish between the different types of engineering documentation.
• At least four years’ experience in document control working in a technical environment.
• Computer skills with proficiency with Microsoft Office and departmental software programs.
• Ability to develop spreadsheets and modify formats to independently complete assignments.
• Ability to support multiple projects and work with various client systems.
• Ability to resolve routine problems and questions independently.
• Effective oral and written communication skills with good vocabulary, good grammar and the ability to independently compose routine written communications.
• Ability to handle confidential or sensitive information or issues.
• Ability to pay close attention to details and present good planning, organization, and time management skills.
• Ability to handle tasks simultaneously and to work effectively with interruptions.

Nice To Haves

• Additional specialized courses in database management preferred.
• Experience in a project management or engineering environment preferred.

Responsibilities

• Creates and maintains project documentation files consisting of technical data, engineering and supplier drawings, technical specifications, purchase orders and other project-required documents.
• Maintains efficient paper and electronic filing system and ensures quick retrieval of requested documents.
• Performs quality and content checking of engineering and other technical submittals to ensure all company and client submittal standards are being met.
• Performs project document control activities that require selection and application of standard policies and procedures.
• Processes ECN (Engineering Change Notice), coordinates the distribution matrix for release and control of project and vendor documentation, initiates, monitors and logs squad checks.
• Enters data from various sources into EDMS (Electronic Data Management System). Ensures data integrity by verifying input.
• Creates runs and distributes standard periodic reports to communicate follow-up requirements and to summarize reports.
• Prepares forms and transmittals and distributes data as directed. Verifies information as requested.
• Interfaces with reproduction department for required reproduction associated with copy and distribution requirements per project procedures
• Expedites processes and maintains revision history of supplier, vendor, and sub-contractor drawings, documents and data – electronic and paper format.
• Performs other duties as assigned.
• May work on special projects.
• May provide back up for other employees
• Performing duties in a manner that protects personal and team health and safety
• Participating in required HSE training, meetings, and reporting activities
• Identifying and reporting hazards, near misses, and unsafe conditions
• Following safe work practices and complying with applicable regulatory requirements

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED