Document Controls Manager (Oracle Aconex)

Fermi LLC • Amarillo, TX

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About The Position

Document Controls Manager (Oracle Aconex)

Role Summary
We are seeking a Document Controls Manager to stand up and lead our enterprise document management environment—centered on Oracle Aconex—to support the Fermi Business model and the Matador Project. This role will design, deploy, and govern a partially greenfield/ground-up document control framework, integrating multiple contractor document streams, corporate records, and regulated nuclear documentation. The successful candidate will configure Aconex for transmittals, workflows, metadata, security/permissions, RFI management, and work package utilization; establish compliance with nuclear quality requirements; and ensure reliable, audit-ready records throughout design, construction, commissioning, and turnover.
Key Responsibilities
A. Aconex Setup & System Ownership
Greenfield/Partial Greenfield Setup: Build the Aconex program structure(s) for enterprise and project needs (folders, registers, mail types, numbering schemes, metadata, roles, permissions groups, distribution rules, and project mailboxes).
Taxonomy & Metadata: Define controlled vocabularies, tags, attribute sets, and document numbering standards to support searchability, reporting, and downstream handover/as-built requirements.
Workflow Design: Configure and maintain review/approval workflows for engineering documents, procedures, vendor data, submittals, RFIs, redlines, and NCR/CAPA records.
RFI Process in Aconex: Create standardized RFI templates, routing, SLAs, codification, and reporting dashboards; ensure linkage with related drawings/specs, change requests, and meeting minutes.
Work Packages: Enable and manage Engineering/Installation Work Packages (EWPs/IWPs): content structure, version control, holds/releases, field updates, and closure evidence.
Integrations: Coordinate integrations (where applicable) with scheduling (e.g., Primavera P6), cost, BIM/CAD, and ERP for a unified data ecosystem.
Security & Access Control: Implement least-privilege access; administer roles for corporate teams, EPCs, subcontractors, and authorities; monitor permission drift; conduct periodic access reviews.
B. Multi-Party Document Control & Governance
Contractor Management: Onboard contractors and vendors; issue transmittal and submittal protocols; define naming conventions; enforce turnaround times and quality gates.
Corporate Records: Govern corporate document sets (policies, procedures, templates, standards) and ensure alignment with the Fermi Business model.
Change Control: Facilitate document impacts from engineering changes (ECNs/FCNs/DCRs); maintain traceability to drawings, specs, RFIs, and commissioning packages.
Compliance & Audits: Maintain readiness for internal and external audits; produce objective evidence; manage records retention and disposition schedules.
C. Standards, Compliance & Quality
Quality Gates: Define completeness checks (metadata, signature/approval, revision status, watermarking, PDF/A archival where needed); maintain checklists and workflow SLAs.
CAP/NCR: Control documentation for Corrective Action Program (CAP), Non-Conformance Reports (NCRs), and Lessons Learned; ensure linkage to root-cause analyses and closure artifacts.
Cyber & Export Controls: Coordinate with IT/InfoSec on data classification, export control considerations, and secure external collaboration.
D. Training & Continuous Improvement
Training & Support: Develop quick reference guides (QRGs), SOPs, and training curricula; deliver onboarding and ongoing training for internal staff and contractors.
Continuous Improvement: Run periodic health checks, metadata hygiene campaigns, and process optimization; implement feedback loops with Engineering, Construction, Commissioning, and QA.
Turnover & Handover: Plan and manage final turnover dossiers (DABs) for operations/maintenance; verify completeness, indexing, and digital deliverable standards.

Requirements

• Bachelor’s degree in Engineering, Construction Management, Information Management, or related field; equivalent experience.
• 7+ years in Document Control/Information Management on capital projects, with 3+ years administering Oracle Aconex (program setup, workflows, transmittals, mail, RFIs, roles/permissions, reporting).
• Demonstrated experience managing multi-contractor environments and regulated documentation (preferably nuclear, utility, or other high-assurance sectors).
• Experience with work packages (EWPs/IWPs), field redlines, and as-built/turnover documentation.
• Familiarity with ASME NQA-1, 10 CFR 50 App B (or comparable quality frameworks), records retention, controlled copies, and audit practices.
• Strong proficiency in Oracle Aconex (Admin), MS 365 (SharePoint/Teams), PDF tools (e.g., Bluebeam/Adobe), and reporting/BI tools (e.g., Power BI).

Nice To Haves

• Prior leadership standing up a greenfield DMS for an owner/operator.
• Knowledge of records digitization standards (e.g., PDF/A, OCR) and metadata governance.

Responsibilities

• Build the Aconex program structure(s) for enterprise and project needs (folders, registers, mail types, numbering schemes, metadata, roles, permissions groups, distribution rules, and project mailboxes).
• Define controlled vocabularies, tags, attribute sets, and document numbering standards to support searchability, reporting, and downstream handover/as-built requirements.
• Configure and maintain review/approval workflows for engineering documents, procedures, vendor data, submittals, RFIs, redlines, and NCR/CAPA records.
• Create standardized RFI templates, routing, SLAs, codification, and reporting dashboards; ensure linkage with related drawings/specs, change requests, and meeting minutes.
• Enable and manage Engineering/Installation Work Packages (EWPs/IWPs): content structure, version control, holds/releases, field updates, and closure evidence.
• Coordinate integrations (where applicable) with scheduling (e.g., Primavera P6), cost, BIM/CAD, and ERP for a unified data ecosystem.
• Implement least-privilege access; administer roles for corporate teams, EPCs, subcontractors, and authorities; monitor permission drift; conduct periodic access reviews.
• Onboard contractors and vendors; issue transmittal and submittal protocols; define naming conventions; enforce turnaround times and quality gates.
• Govern corporate document sets (policies, procedures, templates, standards) and ensure alignment with the Fermi Business model.
• Facilitate document impacts from engineering changes (ECNs/FCNs/DCRs); maintain traceability to drawings, specs, RFIs, and commissioning packages.
• Maintain readiness for internal and external audits; produce objective evidence; manage records retention and disposition schedules.
• Define completeness checks (metadata, signature/approval, revision status, watermarking, PDF/A archival where needed); maintain checklists and workflow SLAs.
• Control documentation for Corrective Action Program (CAP), Non-Conformance Reports (NCRs), and Lessons Learned; ensure linkage to root-cause analyses and closure artifacts.
• Coordinate with IT/InfoSec on data classification, export control considerations, and secure external collaboration.
• Develop quick reference guides (QRGs), SOPs, and training curricula; deliver onboarding and ongoing training for internal staff and contractors.
• Run periodic health checks, metadata hygiene campaigns, and process optimization; implement feedback loops with Engineering, Construction, Commissioning, and QA.
• Plan and manage final turnover dossiers (DABs) for operations/maintenance; verify completeness, indexing, and digital deliverable standards.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level