Project Document Manager - Site

Bechtel Corporation • Rochester, IN

11d • Onsite

About The Position

The Site Project Document Manager will establish, plan, control, and direct the full scope of document and records management program activities for the Maple Creek Combined Cycle Power Project. Under the direction of the Project Director/Managers, the role supports management of the project’s Enterprise Content Management System (ECMS), Aconex, using corporate and GBU standards. The position is based full time at the project site in Fairbanks Township, Indiana, and relocation assistance is available.

The role oversees document management processes and personnel across project locations, supports records retention and project turnover, and coordinates with project functions, clients, partners, suppliers, subcontractors, and field personnel. It also contributes to project planning, reporting, quality reviews, audits, training, budgeting, and closeout. The project is a new natural gas-fired generation facility being delivered through an Engineering, Procurement, and Construction execution model using integrated digital delivery tools and Advanced Work Packaging processes.

Requirements

• Bachelor’s degree or international equivalent and 5–8 years of relevant experience, or 9–12 years of relevant work experience.
• Minimum 5–8 years of project-based document/records management experience, including a full understanding of ECMS (Aconex) configuration, work processes, and coordination of project workflow with other entities.
• At least 5 years of recent, advanced experience managing and training a document management team in Aconex; this experience must have been obtained within the past 10 years.
• Project experience managing a document management team.
• Right to work in the U.S. without visa sponsorship.
• Advanced proficiency with standard office automation tools, including Microsoft Excel, Outlook, and Word; a proficiency test may be administered.
• Advanced analytical ability to build and maintain databases and presentations for project and functional management.
• Ability to organize and prioritize assigned document management scope.
• Strong interpersonal and customer service skills.
• Ability to work flexibly and collaboratively across all levels of the organization.
• Ability to adapt quickly to changes in work focus.
• Ability to attend meetings away from the jobsite when requested by management.
• Ability to report full time to the project site location.

Responsibilities

• Support management of the project ECMS/Aconex database in accordance with corporate and GBU standards, including the project security model and registering, distributing, transmitting, filing, and archiving project records.
• Develop project-level processes and procedures for document management programs.
• Plan document and records management work, establish priorities, and train personnel in their assigned duties.
• Establish and continue execution strategies for contract or scope-book tasks in line with Infrastructure GBU OA&S standards and procedures.
• Supervise and manage the project document and records management team.
• Develop and implement records retention and turnover plans in coordination with the functional records manager, along with other document management processes such as communications and handover plans.
• Communicate with project team members, clients, suppliers, subcontractors, and field personnel to help ensure quality, schedule, and budget requirements are met.
• Support quality assurance audits, internal technical reviews, client reviews, and external audits.
• Manage ECMS access by creating accounts and inviting users; perform ECMS administration and train others in these tasks.
• Ensure supplier and customer documentation is processed within established schedules and procedures.
• Prepare routine documents using word-processing, spreadsheet, and other office software as needed.
• Keep informed about available department technologies, techniques, and services.
• Plan, organize, and implement efficient document-processing systems for design and supplier documents, communications, and other project document types.
• Ensure training and training records for project document management and administrative personnel are current.
• Compile and analyze information, prepare reports, and establish metrics for document/records management and administrative activities.
• Present project document management status and work-process requirements internally and externally.
• Develop and implement the document management portion of automation and execution plans, including records and information management, office administration, project closeout, records retention, and ECMS.
• May develop and monitor document management budgets, prepare trend and scope changes, and forecast staffing needs.
• Coordinate project closeout activities across the project’s functional groups and work within an integrated team of the client, partners, suppliers, and Bechtel.
• Prepare and distribute monthly reports on milestones, progress, risks, and upcoming actions.
• Develop duties and standards, prepare performance reviews, coach individuals, and provide input to the ranking process.
• Coordinate with the OA&S Functional Team regarding trends, risks, challenges, opportunities, and other matters related to the project document and records management program.
• Attend meetings away from the jobsite when requested by management and report full time to the project site.

Benefits

• Relocation assistance is available.
• Bechtel states that it offers robust benefits, but specific benefits are not listed in the posting.

What This Job Offers

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