Document Control Specialist

Hatch • Seattle, WA

18h • $90,000 - $110,000 • Hybrid

About The Position

Join a company that is passionately committed to the pursuit of a better world through positive change. With more than 70 years of business and technical expertise in mining, energy, and infrastructure, our 10,000 colleagues in 150 countries tirelessly work toward bettering the industries in which we operate. With practical solutions that are safe, innovative and sustainable, we think globally while acting locally. Join our Project Delivery Group (PDG), a dynamic team of professionals passionately committed to world-class project delivery across the globe. With expertise in sustainable studies, asset building and operations, and industry-leading efficiencies, our best-in-class team leverages methodologies, governance and systems that are unparalleled in the engineering space. Are you looking for an opportunity to join a diverse group of professionals who are committed to remaining exceptional? We look forward to hearing from you.

Requirements

• A minimum of 8 years of experience in document control in an engineering/construction project environment (including vendor/contractor documentation) or data management environment using an electronic document management system.
• Excellent knowledge of Microsoft Office Applications, SharePoint, PDF editors, file management tools
• Ability to capture and manage metadata accurately and efficiently.
• Ability to follow and enforce processes and standards.
• Experience in working within a team with ability and willingness to share knowledge.
• Proven communication/interpersonal skills to build relationships with office based and remote team members at all levels of seniority.
• Adapts to changes, multi-task, organize, and prioritize tasks quickly.

Nice To Haves

• Ability to develop and customize processes and standards to suit project specific requirements.
• Ability to document work tasks (work instructions)
• Ability to train in one-on-one and team sessions (including remote teams).
• Advanced knowledge of SharePoint, including the creation and editing of sites, managing permissions, editing pages, and modifying menus.

Responsibilities

• Develop and implement the post-award Document Management Plan, including distribution matrix according to project and package requirements
• Setup, configure and maintain the EDMS to align with the federation strategy, which may include access/permissions, document numbering, attribution, metadata, document classification, and/or Information Container Breakdown Structure (ICBS)
• Prepare and deliver engagement specific onboarding, knowledge, and skills training materials for document management processes and procedures, including external parties
• Specify document management reporting requirements with KPIs
• Migrate reference documents to project EDMS
• Validate project delivery system's bulk loads of stubs and data
• Maintain distribution matrix
• As required, setting up EDMS access for external parties (e.g. Bidders, Vendors, Contractors, Sub-consultants) aligned with access and security protocols
• As required, load vendor/contractor document schedules into the EDMS and create deliverable stubs
• Receive documents from external parties, classify, and distribute via appropriate workflows/transmittals
• Ensure deliverable distribution per distribution matrix, including at package level
• Manage EDMS access and permissions through security model
• Assisting with (progressive) archiving and handover of project documentation
• Close-out of project information in Hatch EDMS
• Registering and maintaining the master list of attribute values in the EDMS, such as the facility breakdown structure codes, procurement package codes etc.
• Allocating deliverable document numbers as required (Client document numbers, numbering incoming documents)
• Quality checking and approving the transmission of deliverables and other documents as instructed by project leads
• Managing the EDMS portals for transmitting, receiving, and distributing documents to external users
• Auditing meta-data in the EDMS to ensure accurate reporting is available.
• Ensuring the 24-hour turnaround of requests into document control
• Participating in other project document control initiatives and data management tasks
• If project hard copy filing for controlled documents is required, assisting the lead document controller in setting up hard copy filing and maintaining hard copy filing
• Assisting with the final handover of documentation
• Participating in EDMS closeout activities if required
• Upload / capture data on Client’s EDMS if required
• Providing document management support to project participants including support to external users (bidders, vendors, contractors, consultants and client)
• Responding to queries (internally and externally) in a timely and professional manner
• Identifying and escalating issues to the lead document controller
• Assisting the lead document controller in training other document controllers as required.

Benefits

• Health and retirement benefits
• Flexible work environment
• Long term career development

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed