Snr. Document Control Coordinator

Zachry Group•Houston, TX

About The Position

Zachry Engineering Corporation is seeking a detail-oriented Senior Document Control Coordinator with strong Aconex experience to support challenging projects for established clients and improve the organization’s document management capabilities. The role leads project document management during execution phases and reports to the Project Manager or Project Engineering Manager on a large-capital project or portfolio of projects. It develops, maintains, and enforces project document management procedures and processes to deliver internal and external project documents efficiently and in accordance with company policies and procedures. The position oversees document control and vendor data activities, maintains project documentation and logs, and coordinates document receipt, processing, and distribution. It works closely with project teams and clients on document status, prepares management and project reports, and may attend project meetings and give presentations as requested. The role also performs word processing, spreadsheet, and database tasks and distributes documents and other materials. The position may require visits to construction sites and industrial facilities. Work may take place in an office, trailer, or building at a construction site, where noise can be moderate to high and equipment, vehicles, materials, and people may be present. Site visits may require mobility and the use of personal protective equipment.

Requirements

Aconex experience, including experience setting up and using Aconex for document management.
At least 7 years of project support or document control management experience in the Oil & Gas Engineering industry.
High school diploma with previous experience in other functional areas.
Excellent proficiency in Microsoft Word, Excel, and PowerPoint.
Ability to prioritize, manage time, troubleshoot, and work in a fast-paced, deadline-driven environment.
Problem-solving skills and ability to resolve complex situations with appropriate management.
Organization, attention to detail, and ability to multitask.
Experience following and updating document management processes and procedures as needed.
Excellent oral and written communication skills.
Dependability in meeting deadlines, working independently, being accountable, maintaining focus, punctuality, and attendance.
Professional attitude and ability to work independently or as a team member.
Ability to communicate in person and through telephone, email, video chat, and software systems.
Mobility for possible construction-site and industrial-facility visits, with use of required personal protective equipment.

Nice To Haves

Experience with SharePoint.
Associate degree or higher.

Responsibilities

Lead project document management efforts during project execution phases.
Develop, maintain, and enforce project document management procedures and processes in accordance with applicable company policies and procedures.
Oversee project document control activities and ensure deliverables meet expected quality standards.
Oversee vendor data activities and ensure vendor data deliverables meet expected quality standards.
Prepare management and project status reports.
Communicate with management, clients, and project team members to achieve project objectives.
Receive deliverables, log them into the document control system, and create and distribute transmittals to clients, vendors, and project personnel.
Scan, image, organize, and maintain documents and filing systems in accordance with company procedures.
Maintain necessary documentation logs using the document control system throughout the project.
Post documents and drawings to Aconex, SharePoint, and other systems.
Work with project teams and clients regarding the status of project documents.
Develop and/or maintain meeting minutes, drawings, specifications, and approvals.
Perform basic to intermediate word processing, spreadsheet, and database assignments.
Mail or distribute documents, parcels, and other materials.
Ensure work follows company policies and procedures.
Oversee contractors and employees working within the client’s information management systems.
Attend project meetings and make presentations as required by project management.