Document Management Specialist

Entergy • New Orleans, LA

2d • Onsite

About The Position

The Document Management Specialist supports departmental operations by managing comprehensive document control processes, including organizing, indexing, retrieving, and archiving records across databases and network drives. The role ensures accurate and timely distribution of engineering design packages and provides project and administrative support, including supply coordination, invoice processing, and scanning services. It maintains data integrity and workflow efficiency to support project delivery and collaboration.

The position works with technical, administrative, and contractual information; maintains project records and archives; compiles and issues technical reports; and helps business units and project teams follow documentation-control procedures. It also supports engineering projects by transmitting design and construction packages to field sites, processing drawing requests, handling reprographic needs, and coordinating related departmental services.

The role is onsite in New Orleans, Louisiana, with travel of up to 25%. Employees may be expected to work additional hours, at alternate locations, or perform additional duties during storms, outages, emergencies, or other situations deemed necessary by the company. Authorization to work in the United States is required; visa sponsorship is not provided.

Requirements

• High school diploma; the posting also states the position typically requires a college or university degree in a related field or equivalent work experience.
• At least 2 years of related professional experience.
• Working knowledge of document-management software, including SharePoint.
• Working knowledge of engineering, procurement, and construction documents.
• Ability to work in a multiple-project environment and provide document-management services to multiple teams.
• Ability to work collaboratively with personnel, departments, and organizations.
• Ability to train others in the setup and use of document-control systems.
• Ability to lift up to 50 pounds.
• Expert desktop-computer skills, including the Microsoft toolkit, AutoCAD and related products, and Meridian.
• Excellent communication skills and experience using technology.
• Authorization to work in the United States; the employer will not sponsor work visas for this position.

Nice To Haves

• Expertise in computer analysis, development, modeling, and/or databases.
• In-depth knowledge of procedures, programs, and standards in responsible areas.
• Knowledge of engineering and business aspects relevant to the end user's subject area or discipline.
• Previous experience with a Document Management System.
• Working knowledge of AM Meridian and AutoCAD is strongly desired.

Responsibilities

• Aggregate, classify, organize, and maintain physical and digital documentation in accordance with retention policies and documentation standards.
• Maintain the flow of technical, administrative, and contractual information throughout projects and ensure compliance with organizational requirements.
• Compile, format, and issue technical reports for business units according to documentation standards.
• Ensure business units and project teams follow documentation-control procedures and participate in improving documentation standards and processes.
• Log and maintain project file inventories in accordance with record-management procedures.
• Perform data entry for departmental workflows, including processing drawing-request emails for contracted construction projects.
• Manage departmental archives using Microsoft Access databases and network share drives, including updating search pages for project archives.
• Transmit design and construction packages to field sites for Substation, Relay, and Transmission Line engineering projects.
• Provide administrative and project assistance as directed by department leadership.
• Coordinate and procure drafting supplies such as paper, toner, and ink cartridges, maintaining adequate stock levels.
• Process departmental invoices, including contract labor, service agreements, and reproduction orders, accurately and promptly.
• Periodically scan prints, reproduce documents, and support engineering staff with reprographic needs.
• Monitor and log departmental inboxes, such as TDoCS; use SharePoint lists and distribute required notifications.
• Review, download, and archive contracted EPF files to designated network storage locations.
• Coordinate plotter equipment repair, document shredding, and onsite or offsite records requests as needed.
• Be available for additional hours, alternate locations, or additional duties in connection with storms, outages, emergencies, or other situations deemed necessary by the company.

What This Job Offers

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