Document Controller - Engineering Drawings

Mavensoft Technologies. • Portland, OR

4d • Onsite

About The Position

The Document Controller supports management of company documents and ensures their accuracy, quality, and integrity. The role supports compliance with record-retention policies and applicable Oregon Public Utility Commission, Federal Energy Regulatory Commission, and other records-management requirements. The position provides technical support and guidance to records-management professionals and helps departments follow records and information management (RIM) best practices.

Responsibilities include maintaining electronic engineering drawing records and lifecycle states, processing and distributing construction and as-built packages, checking drawing data and package completeness, maintaining indexes and databases, scanning and archiving records, and supporting staff training on records-management systems and procedures. The role also supports project and process-improvement work, maintains technical documentation and department procedures, and coordinates with designers, engineers, field crews, consultants, and other stakeholders.

The role is a six-month, on-site contract position in Portland, Oregon, with stated work hours of 8:00 AM to 5:00 PM PST. The Document Control team has three members supporting Generation (PSES) and Grid Asset Engineering. Systems and tools used include Autodesk Vault, Unifier, QuickBase, eRecords, SharePoint, Bluebeam, network drives, Oracle ERP, and Microsoft Office.

Requirements

• High school diploma or equivalent.
• Preferred: five or more years of experience in document control, records management, or a related field.
• Intermediate knowledge of electronic document management systems such as eRecords or Autodesk Vault and relational software applications, including databases and reports.
• Basic knowledge of engineering drawing types related to substations, including isometrics, one-lines, and electrical schematics.
• Basic knowledge of interpreting electrical, mechanical, and civil drawings to identify drawing-data discrepancies.
• Intermediate knowledge of drawing lifecycle processes and moving drawings to published status.
• Intermediate computer skills with Microsoft Office applications, including Excel, Word, Access, and Outlook, as well as databases, eRecords, SharePoint, and Autodesk Vault.
• Working knowledge of records-management laws, regulations, policies, and procedures.
• Problem-solving skills.
• Computer skills and ability to learn new software.
• Attention to detail.

Nice To Haves

• Good communication skills.
• Experience with Autodesk Vault.
• Experience with QuickBase.

Responsibilities

• Provide technical support to records-management professionals on complex projects and studies, compliance, and RIM process improvements.
• Participate in meetings with department managers and site representatives to review operational changes and related records needs; document discussions, process-improvement recommendations, project progress, program status, and issues.
• Maintain the electronic drawing management system, ensuring drawings are viewable and lifecycle states are correct.
• Maintain the as-built database and scan, track, and process documents.
• Investigate corrupted data or files and coordinate with drafters, designers, and engineers to resolve errors.
• Update the operating one-line index and prepare operating one-lines for issue.
• Provide basic training and instructions on the document management system to cross-functional groups.
• Maintain the drawing distribution matrix and distribute drawings accurately and on time for construction projects and as-built updates.
• Distribute vendor review drawings to appropriate designers and engineers.
• Document, process, and distribute as-built packages; confirm package completeness; prepare and distribute transmittals; identify drawing-data discrepancies and ensure corrections are made.
• Process construction packages, verify drawing data is complete, update drawing status, and issue and distribute packages in time for construction or outage schedules.
• Process, scan, categorize, inspect, index, and archive files in accordance with established procedures and required timeframes.
• Support development and delivery of staff training on records-management policies, procedures, systems, documentation, retention, and retrieval.
• Process and distribute technical specifications and operating manuals according to procedures, and post electronic versions on eRecords.
• Maintain Lists of Materials and Lists of Nameplates in departmental systems.
• Update construction, maintenance, and operations documents, databases, and SharePoint sites.
• Create, edit, and maintain department procedures and work instructions within the area of control.
• Support drawing-management needs, including issuing construction packages, ordering prints, maintaining drawing records in Vault, archiving records to eRecords, updating records in Unifier, coordinating drawing check-outs and check-ins with external consultants, and maintaining and intaking equipment records and manuals.

What This Job Offers

• Education Level: High school or GED