Document Control Specialist

Requisition ID: 99243 

Job Category:  Engineering 

Location:  Salt Lake City, UT, United 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 infrastructure , our 10,000 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-class  project delivery across the globe. With 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 the  engineering space. 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

1.    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.

2.    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 system's 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 document control processes and the relationship with other project groups
•    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 Client’s 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

Any other duties assigned by Regional Information Management Leadership

3.    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.  For ideal candidates, the compensation range can be $90-$110K.  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

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

Don't meet every single requirement? You don't need to. At Hatch, we are building a diverse, inclusive workplace that fosters innovation. If you're interested in this role, we encourage you to apply even if your past experiences don't perfectly align with the skills we've listed.

We're 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. We'll do our best to meet your needs in accordance with applicable local legislation.

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