Document Control Records Analyst

TC Energy • Charleston, WV

2d • Hybrid

About The Position

The Document Controller role is responsible for providing document management support to the project team. This role typically administers the project SharePoint site, ensures project documents and records are properly named and stored, and displaced to the system of record through project closeout.

Requirements

• High school diploma or equivalent
• Minimum 4+ years or related experience
• Experience with working on a document control team for a small repeatable project to a large complex project, project startup/setup, compilation of data books, handover, project closeout and archiving, preparing project specific Master Document Registers, procedures, instructions and forms, processing engineering and supplier documentation, document control software
• Good communication skills
• Speaks and writes clearly and informatively; listens and obtains clarification when necessary
• Good knowledge of departmental function, terminology and interrelationships
• Good understanding of policies and procedures that apply to assignments
• Exhibits sound judgment and demonstrates a strong work ethic
• Pursues training and development opportunities
• Follows instructions, responds to management direction and understands accountability
• Ability to multi-task and understands the concept of organization
• Must balance deadlines and multiple competing priorities; sets goals and objectives

Nice To Haves

• Electronic Document Management System (EDMS) experience is preferred

Responsibilities

• Develop, maintain and execute Information Management Plan
• Partner with the U.S. SharePoint Administrator to develop project-specific SharePoint site, as well as identify and establish security and access to information, as per the work scope of the project execution plan, for participating contractors and internal service groups
• Review the Contractor Document Control Requirements, and revise to reflect the project’s contract(s).
• Develop transmittal log, distribution matrix and master document register, as required
• Management of setup, monitoring and coordination of field document processes
• Set up document repositories, metadata and access permissions for project documents/records
• Track document submissions, revisions, approvals and distribution
• Management of document naming and numbering in accordance with requirements
• Control sensitive and restricted information, including regulated information
• Distribute documents in accordance with the document distribution matrix
• Use the master document register to track information deliverables and monitor for missing information
• File information in accordance with the document control and records management requirements
• Track receipt of records and report the status of records (i.e., received, not received) to Management
• Work with the Project Manager, Engineer, Field Clerks and/or Contractors to resolve discrepancies between the master document register, the deliverable lists and what has been received
• Partner with the Retention Specialist to prepare folders and boxes of hardcopy records in accordance with TC Energy’s Information Management Policy
• Support Project Turnover Memorandum process
• Remove electronic transitory information where applicable
• Responsible for all documentation related project closeout activities for the project
• Support and maintain records in project deliverable tracking tools, as required
• Other project tasks as required

Benefits

• hybrid work model
• flexible dress code

What This Job Offers

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