Document Controls Specialist III

ABN Innovations • Tulsa, OK

4d

About The Position

The Document Controls Specialist III role requires excellent organizational, customer service, and time management skills, with a strong attention to detail, completeness, and accuracy. The position involves working in a fast-paced environment, multi-tasking, and ensuring documents and deliverables conform to project contract requirements, project procedures, and company policy. The specialist will execute daily activities within the Document Management system, process the latest versions of documents, and control the issuance and release of various document types. This role also involves communicating with originators to resolve discrepancies, maintaining relationships with project team members, training and guiding contractors and suppliers, and carrying out project close-out activities. Identifying opportunities for workflow integration and auditing contractor/supplier document management activities are also key responsibilities. The specialist will train internal team members and external parties, and assist with other assigned duties.

Requirements

• High School Diploma or GED
• Four (4) years’ experience performing document control/management in the oil and gas industry, preferably with an owner/operator or an EPC (Engineering / Procurement / Construction) organization.
• Has an extensive knowledge of Oracle’s Aconex Document Management System (Modules / Tasks, Documents, Mail, Packages, Tenders, Workflows, Directory and Set-up) and support the Document Control processes associated within a project, ensuring the data integrity of the Aconex system.
• Proficiency in Microsoft Office applications (Word, Excel, Teams, and Outlook as a minimum) with other PC skills.
• In-depth experience with engineering documentation and procedural materials for internal company use.
• Demonstrates an eye for business due to exposure to business-related activities, e.g., accounting, financing, purchasing, contracts.
• Experience working in regulated environment regarding PHMSA, FERC, DOT, BESE, PSM, etc.
• The capability to reprioritize as needed, when required.
• Ability to travel up to 15% of the time.

Nice To Haves

• Quality or Lean Management certification (e.g., ISO-9001, Six Sigma, PMP).
• Aconex Accreditation – Professional Level

Responsibilities

• Verifies documents and deliverables conform to project contract requirements, project procedures and company policy.
• Executes within the Document Management system the daily activities of respective technical areas.
• Processing the latest version of a document (reviewed and/or ready for issuance) to ensure the latest approved revision of documents is available and used by project personnel.
• Controls the issuance and release of documents including drawings, parts, specifications, etc. per company procedure.
• Communicates with document originators and engineering personnel to resolve discrepancies and compile required changes to documents.
• Maintaining close relationships with the project team members ensuring support is available.
• Works together with contractors and supplier counterpart(s) to train, guide and ensure document managements’ objectives are met.
• Carries out project close-out activities and ensures handover to business partners, ensuring the accuracy and quality of the final turnover.
• Identify opportunities within document management to integrate effective workflow processes to aid the efficiency of the project team.
• Audits the contractors and/or suppliers’ document management activities within Aconex to ensure adherence to the projects document control procedures.
• As part of the process, audit our vendors’ document management submittals, ensuring adherence to the projects document control procedures.
• Trains others, both the internal project team members and external contractors or suppliers.
• Assist with other duties as assigned.

What This Job Offers

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