Document Control Coordinator

Bechtel • Reston, VA

1d • Hybrid

About The Position

This position provides document management support, working with Engineering, Supply Chain, Construction and other site management teams. Duties include receiving, processing, indexing, distributing, retrieving, and maintaining project documents in accordance with established policies and procedures, utilizing an Electronic Content Management System (ECMS). The position requires attention to small details to ensure accuracy and completeness of documents and records and to ensure correct revisions are being used. This position performs a variety of other tasks associated with document management activities. The position works closely and professionally with peers, technical leads, supervisors, and customers in person and remotely. This position is designated as part-time telework per our global telework policy and may require at least three days of in-person attendance per week at the assigned office or project. Weekly in-person schedules will be determined by the individual and their supervisor, in consultation with functional or project leadership. Work Schedule: Schedule E (5/8 Monday – Friday, 7:30 AM to 4:00 PM (Telework - Remote Friday/option to expand remote work at later date). Work location: Reston Office. This position reports to the Reston Document Control Manager.

Requirements

• BA/BS degree from an accredited college or university. In lieu of a degree, year (1) years of relevant work experience.
• Must be a US citizen.
• Must be able to pass a pre-employment drug screen and background check which includes verification of employment and education.
• Intermediate to advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook. A skills test may be administered to determine proficiency.
• Basic to intermediate proficiency in Database Entry and Filing. A skills test may be administered to determine proficiency.
• Demonstrated knowledge of implementation and instruction on automated applications relative to document control, scheduling, and collaboration.
• Experience in document control practices and processes, including site/field document control practices.
• Excellent working knowledge of computer applications.
• Function well in a fast-paced environment and deal with pressure in a professional manner.
• Must be proactive, use individual initiative, follow assignments through to completion, be attentive to detail, produce quality products, and adhere to tight deadlines.
• Ability to learn new software applications and train others on software use.
• Possess a high degree of flexibility, have strong interpersonal skills, and a proven record as a team player.
• Effectively manage and adjust quickly to changing priorities.
• Good oral and written communication skills.
• Ability to type accurately, format properly, and perform repetitive data entry.
• Works well both independently and in a teaming environment and the ability to provide guidance to others in a work group.
• Good organizational skills.

Nice To Haves

• Prior experience working in an engineering, procurement, construction environment.
• Prior experience with software, Electronic Content Management System
• Knowledge of Bechtel’s organization structure, functions, policies and procedures, industry, and regulatory standards.
• Proven record of processing documents with minimal error rates.
• Experience processing field construction documents.
• Demonstrated work history in taking on additional responsibilities.
• Ability to travel, train and assist project personnel at various locations

Responsibilities

• Process a wide range of revision-controlled project documents, performing an acceptance review for general compliance, uploading the files into the Bechtel ECMS and the consortium ECMS, ensuring all required metadata is captured accurately and files are properly transmitted and/or distributed in accordance with established policies, procedures, instructions, and guidelines.
• Perform data entry to produce and maintain logs, transmittals, and track documentation as required within the applicable project ECMS and other applications while adhering to data entry accuracy rates established by supervisor.
• Participate in updating the document management plans, project procedures, desktop instructions, system guides, attribute sheets, and other documents as assigned.
• Interface on a routine basis with a variety of project personnel, client and consortium counterparts, vendors and subcontractors to provide support and ensure timely response to inquiries and requests for action.
• Maintain electronic filing system and record copies of project documents as directed by supervisor.
• Monitor and review data entry accuracy for assigned work by performing daily, weekly, and monthly quality checks.
• Monitor Document Control Mailboxes for action requests and notification of project records to process into EDMS.
• Produce and/or support the production of reports using available office automation tools such as Aconex, Power BI, MS Excel, and MS Word.
• Operate standard office equipment (varies by location).
• Reserve document numbers within the consortium partner’s configuration management tool and create corresponding reservations within the Bechtel ECMS, as required.
• Keep abreast of department technologies, techniques, and services relevant to area of responsibility and make recommendations for work process improvements, supporting revisions of procedures and best practices.
• Complete training (reading, online classes, instructor-led classes, etc.) in a timely manner, meeting the expectations established by management and procedural requirements.
• Actively support and adhere to the requirements of our governing quality and safety programs.
• Maintain proper document configuration management in support of Engineering, Procurement, Construction and Startup.
• Provide general and technical support to project personnel on Document Control procedures, requirements, work processes, and automation tools.
• May assist in development of training material and conduct training classes on the ECMS for project personnel.
• Perform procedure reviews to ensure compliance with departmental requirements.
• May be required to assist or provide backup support to other administrative staff.
• Ability to work overtime and/or hours outside of the normal work periods.
• May be required to travel in support of the project.
• Perform other duties as assigned by supervisor.

Benefits

• Robust benefits to ensure our people thrive
• Advancing careers
• Delivering programs to enhance our culture
• Providing time to recharge

What This Job Offers

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