Document Control and Records Specialist

Oklo • Santa Clara, CA

2d • $68,000 - $85,000 • Remote

About The Position

The Document Control and Records Specialist is responsible for the day-to-day administration of Electronic Document Management System (EDMS) workflows supporting document control and records management to ensure documents and records are created, maintained, and managed in accordance with business and regulatory requirements.

Requirements

• 5+ years of related experience in a regulated industry (energy preferred, nuclear strongly preferred).
• Experience in both controlled documents and records management.
• Education of at least an Associate degree or an equivalent combination of training, and relevant experience; Bachelor’s preferred.
• Remote work capability and ability to use video conferencing and cloud-based apps.
• Willing and able to travel ~15% of workdays.
• Using an Electronic Document Management System (EDMS) for document control and/or records management.
• Nuclear QA requirements (e.g., ASME NQA-1, ANSI N15.8) and the role of document control in supporting regulatory compliance.
• Integrated safety management and document change/configuration control.
• Document control principles and records lifecycle management.
• Document templates, styles, formatting, headers/footers, collaborative editing
• Using software such as Microsoft Word and Excel, Gmail, Google Calendar, Adobe Acrobat Pro, EDMS systems (e.g., M-Files), SharePoint, Box, Jira, and Confluence.
• Typing and data entry skills.
• Analytical, logical, and able to apply sound judgment when evaluating information and solving problems.
• Helpful, responsive, and professional in meeting customer needs.
• Highly detail-oriented, with a quality mindset for accuracy and consistency.
• Organized and able to prioritize work while managing time and productivity with minimal supervision.
• Self-motivated and able to thrive in a fast-paced, evolving, and highly iterative environment.
• Adaptable and willing to learn quickly while embracing new ideas, processes, and ways of working.
• Able to work independently and leverage available resources to solve problems and complete tasks.
• Flexible and willing to support work outside primary assignments when needed.
• Has a willingness to work outside traditional business hours and support urgent demands as needed.
• Trustworthy and capable of appropriately handling sensitive information.
• An effective verbal and written communicator.
• Good attitude toward collaboration and teamwork.
• Passionate about clean energy and making advanced fission a reality!
• A startup person: You aren't driven by titles or hierarchy, and prefer efficiency to excess process. You don't need or expect to have a lot of guidance but you enjoy working in a fast-paced team.
• Motivated: You are self-motivated. You bring an enthusiasm to the team, and imbue a sense of passion that goes beyond clocking in and clocking out.
• A team-player: Oklo genuinely is a team. We aren’t about taking credit for ourselves, and we aren’t about pushing blame to others. We do incredible things because we work as a team.
• An excellent communicator: We need a person who is not only technically competent but also a clear and upbeat communicator.
• Creative: Being creative means that when things fall outside clear scopes or processes or problems arise without clear solutions, you are able to identify it as well as invent ways to solve a problem or fill a need without micromanagement.
• Detail-oriented: This focus is a big part of excellence, consistency, and quality. Excellent grammar and spelling matter for both good communication as well as the image of the company that we put forward.

Nice To Haves

• EPC experience in the energy industry is preferred
• Performing or supporting technical writing/editing, word processing, or document compositing (layout/formatting)
• Previous experience supporting the establishment of a DCRM program.
• Experience with M-Files is preferred.

Responsibilities

• Manage controlled documents throughout their lifecycle by coordinating reviews and processing document approval, release, revision, supersession, cancellation, and obsolescence while ensuring document integrity and revision control.
• Process incoming records through the records lifecycle by validating, classifying, indexing, and maintaining metadata while ensuring accurate filing, retention, retrieval, archival, and disposition.
• Perform detailed quality control checks of controlled documents and records to verify completeness, accuracy, legibility, required approvals, document identifiers, revisions, formatting, metadata, and final acceptance requirements.
• Maintain appropriate access permissions for controlled documents, records, and system users.
• Monitor document and records workflow queues and follow up on incomplete, delayed, or nonconforming submissions.
• Communicate routinely with internal customers across multiple departments regarding document requests.
• Provide first-line user support for EDMS tools, workflows, and routine document and records requests by retrieving controlled documents for authorized users, troubleshooting file access and availability issues, directing users to appropriate resources, and escalating issues as needed.
• Escalate system, workflow, access, or compliance issues that cannot be resolved using established guidance.
• Support the Document Control Manager with program initiatives and process improvements, including updating or drafting policies, procedures, and work instructions.
• Assist with maintaining controlled templates, forms, logs, and indexes.
• Generate routine reports and metrics related to document control and records management activities.
• Maintain confidentiality and appropriately handle sensitive, proprietary, or restricted information.

Benefits

• flexible time off
• equity
• bonuses
• competitive pay
• 401(k)
• health insurance (with employer contribution)
• HSA
• FSA
• flexible work hours
• wellness credits

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree