Senior Administrator, Document Control

POSITION OVERVIEW

The Senior Administrator, Document Control role reports to the Supervisor, Document Control and is responsible for adhering to the Company Information and Document Management procedures and processes required to manage all controlled documentation utilizing an electronic Document Management System (DMS).  This includes the life cycle management of technical, administrative, procedural, and other documentation and content that is created or received from Company or External sources.  Responsibilities include communication and coordination among employees, multiple departments, and Capital Project contractors.

This is a non-DOT position.

RESPONSIBILITIES AND ESSENTIAL DUTIES

• Significant contribution to the design and improvement of the Company’s Information Management Program and Technology including the support needed to develop the business processes and procedures that address quality assurance, and information standards pertaining to Document Management. 
• Understand and comply with the Information and Document Management strategy, plan, processes, procedures, and specifications to ensure accurate records of all controlled documentation generated by the facility, contractors, and service providers.  Suggest improvements for evaluation where applicable.
• Manage all controlled documentation (includes engineering/technical, correspondence, project management) generated by Company and contractor to be stored in the Document Management System.
• Manage and collect documentation in the progression of the Life Cycle Phases regarding completeness and accuracy.
• Ensure documents that are associated with updates by Management of Change are following the appropriate processes.
• Communicate and support document management processes, procedures, and technology effectively with project teams, departments, and external contractors to ensure there is a clear understanding of the requirements relating to the document management program. 
• Regularly assess the alignment of document management support efforts with project teams to ensure that the team has sufficient support.  Make needed adjustments as required based on assessments. 
• Manage transmittal of information between Company and contractor to expedite information flow.
• Provision of accurate and up to date document review, receipt, and issue information to users.
• Receive and send all documents between the Company and other organizations in the approved information exchange site. 
• Accurately review and classify all documentation with applicable attributes/metadata.  
• Coordinate and work with other similar skilled Project Document Controllers to ensure consistency of training, process, and enforcement of document control procedures.
• Expedite and track status of all documents reviewed internally by the facility.
• Assist in the coordination of Contractor compliance with procedures in the management of project documents, their metadata, and transfer.
• Perform quality control checks to ensure compliant documentation according to non-technical procedural processes; seek assistance if questionable.
• Provide technical support and assistance for the electronic document management system. 
• Assist in the delivering of training as required to assure that all staff have a clear understanding of the procedures and software related to access and review documents.
• Provide feedback regarding work progress to Company management and/or Document Control Supervisor where applicable.
• The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned to the employee from time to time; or the scope of the job may change as necessitated by business demands.
  • An acute sensitivity to safety issues in a plant environment. 
  • Exceptional administrative abilities are required. 
  • Strong problem solving and analytic skills – troubleshooting problems - solution based.
  • Ability to handle urgent and multiple competing priorities as well as coordinate technical assistance through partnerships with IM/IT internal organizations. 
  • Must have excellent interpersonal and communication skills and able to interface with colleagues at all levels including a demonstrated ability to build strong relationships with senior business management and seek to inspire superior behaviors and performance within/between teams/departments. 
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