Document Control Specialist

Requisition ID:99243

Job Category:Engineering

Location:Salt Lake CityUTUnited States

Join a company that is passionately committed to the pursuit of a better world through positive change. With more than 70 years of business and technical expertise in mining energy and infrastructureour 10000 colleagues in 150 countries tirelessly work toward bettering the industries in which we operate. With practical solutions that are safe innovative and sustainable we think globally while acting locally.

Join our Project Delivery Group (PDG) a dynamic team of professionals passionately committed to world-classproject deliveryacross the expertise in sustainable studies asset building and operations and industry-leading efficiencies our best-in-class team leverages methodologies governance and systems that are unparalleled in theengineeringspace. Are you looking for an opportunity to join a diverse group of professionals who are committed to remaining exceptional We look forward to hearing from you.

Role Title:
Document Control (DC) Specialist

Reports To:
Document Management (DM) and Project Support Group (PSG) Lead

Summary
Document Controllers (DCs) are responsible for quality checking registering classifying managing tracking filing and transmitting electronic engineering and vendor/contractor deliverables and other project-controlled documents as required by the project.
Document Controllers are responsible for ensuring the current approved revisions of controlled documents are available to the project in the EDMS and providing accurate meta-data for document status reporting. When assigned to a project and under direction of the Project Information Manager or a Document Control Lead a DC is responsible for executing the documentation and data handover as agreed with the client.

Key Responsibilities
Document controllers are responsible for:

Planning and Setup
Develop and implement the post-award Document Management Plan including distribution matrix according to project and package requirements
Setup configure and maintain the EDMS to align with the federation strategy which may include access/permissions document numbering attribution metadata document classification and/or Information Container Breakdown Structure (ICBS)
Prepare and deliver engagement specific onboarding knowledge and skills training materials for document management processes and procedures including external parties
Specify document management reporting requirements with KPIs
Migrate reference documents to project EDMS
Validate project delivery systems bulk loads of stubs and data

Execution and Control
Maintain distribution matrix
As required setting up EDMS access for external parties (e.g. Bidders Vendors Contractors Sub-consultants) aligned with access and security protocols
As required load vendor/contractor document schedules into the EDMS and create deliverable stubs
Receive documents from external parties classify and distribute via appropriate workflows/transmittals
Ensure deliverable distribution per distribution matrix including at package level
Manage EDMS access and permissions through security model

Closeout
Assisting with (progressive) archiving and handover of project documentation
Close-out of project information in Hatch EDMS

Document controllers are responsible for understanding:
The various project phases and the deliverables produced

The different types of deliverables including controlled and uncontrolled documents and how to classify them in the EDMS
The procurement bidding cycle and supporting document control processes
The engineering design cycle processing requirements and the vendor/contract submission cycle and processing requirements

The commissioning and construction phases including field mark-ups and document control involvement
The document control quality check requirement for documents being processed

The EDMS and Document Control Tasks
Document controllers must have a thorough working knowledge of the EDMS functionality and all associated document control tools. They are responsible for using the tools to process documents in compliance with standards. They are also responsible for:
Registering and maintaining the master list of attribute values in the EDMS such as the facility breakdown structure codes procurement package codes etc.
Allocating deliverable document numbers as required (Client document numbers numbering incoming documents)
Quality checking and approving the transmission of deliverables and other documents as instructed by project leads
Managing the EDMS portals for transmitting receiving and distributing documents to external users
Auditing meta-data in the EDMS to ensure accurate reporting is available.
Ensuring the 24-hour turnaround of requests into document control

Participating in other project document control initiatives and data management tasks
If project hard copy filing for controlled documents is required assisting the lead document controller in setting up hard copy filing and maintaining hard copy filing

Note: Hatch policy is not to archive hard copy project documents as all project documents must be in the EDMS
Assisting with the final handover of documentation
Participating in EDMS closeout activities if required
Upload / capture data on Clients EDMS if required
Document Management and Document Control Support

Document controllers are responsible for supporting the project by:
Providing document management support to project participants including support to external users (bidders vendors contractors consultants and client)

Responding to queries (internally and externally) in a timely and professional manner
Identifying and escalating issues to the lead document controller
Assisting the lead document controller in training other document controllers as required.

Other Project Support and Administrative Tasks as needed including but not limited to:
Scheduling and coordinating meetings
Planning and booking travel

Arranging for translations of minutes of meetings reports correspondence and other non-technical documents as required
Office management duties as required
Other data input or data management tasks as requested by the project

Qualifications and Experience

Essential
A minimum of 8 years of experience in document control in an engineering/construction project environment (including vendor/contractor documentation) or data management environment using an electronic document management system.
Excellent knowledge of Microsoft Office Applications SharePoint PDF editors file management tools
Ability to capture and manage metadata accurately and efficiently.
Ability to follow and enforce processes and standards.
Experience in working within a team with ability and willingness to share knowledge.
Proven communication/interpersonal skills to build relationships with office based and remote team members at all levels of seniority.
Adapts to changes multi-task organize and prioritize tasks quickly.

Preferred
Ability to develop and customize processes and standards to suit project specific requirements.

Ability to document work tasks (work instructions)
Ability to train in one-on-one and team sessions (including remote teams).
Advanced knowledge of SharePoint including the creation and editing of sites managing permissions editing pages and modifying menus.

Compensation range depends on education major experience (overall) and interview skills. Full Time Permanent position with Health and retirement benefits.

Why join us

• Work with great people to make a difference
• Collaborate on exciting projects to develop innovative solutions
• Top employer

What we offer you

• Flexible work environment
• Long term career development
• Think globally work locally

Dont meet every single requirement You dont need to. At Hatch we are building a diverse inclusive workplace that fosters innovation. If youre interested in this role we encourage you to apply even if your past experiences dont perfectly align with the skills weve listed.

Were committed to fostering a workforce that reflects the diversity of the communities in which we operate and serve. Hatch is an Equal Opportunity Employer that considers applicants without regard to age race color national origin citizenship religion creed gender sexual orientation marital status disability veteran or any other protected status. If you have any accommodation requirements please let us know. Well do our best to meet your needs in accordance with applicable local legislation.

#LI-BR1