Document Controls Lead

Requisition ID: 283518 

•  Relocation Authorized: National - Single 
• Telework Type: Full-Time Office/Project 
• Work Location: Various Bechtel Project Locations 

Extraordinary teams building inspiring projects:

Since 1898, we have helped customers complete more than 25,000 projects in 160 countries on all seven continents that have created jobs, grown economies, improved the resiliency of the world's infrastructure, increased access to energy, resources, and vital services, and made the world a safer, cleaner place. 

Differentiated by the quality of our people and our relentless drive to deliver the most successful outcomes, we align our capabilities to our customers' objectives to create a lasting positive impact. We serve the Infrastructure; Nuclear, Security & Environmental; Energy; Mining & Metals, and the Manufacturing and Technology markets. Our services span from initial planning and investment, through start-up and operations. 

Core to Bechtel is our Vision, Values and Commitments. They are what we believe, what customers can expect, and how we deliver. Learn more about our extraordinary teams building inspiring projects in our Impact Report. 

Job Summary:

In this role, you will provide document and records management support and assist with establishing work processes. You will assist with the ECMS (Enterprise Content Management Systems), integrations, reports and Power BI dashboards. You will support your team with quality checks, resolving issues, providing software training, metrics, and planning. Your work will help ensure efficient and accurate management of documents and records. #LI-KL1

Major Responsibilities:

• Participates in the setup of the Electronic Document Management System (EDMS) database; identifies the security model required based on project needs; and implements the EDMS to register, control, distribute, transmit, file, and archive project records for a team in multiple locations.
• Works in a collaborative manner with the client, JV partners and suppliers to establish and implement the project EDMS.
• Plans scope of administrative work, establishes priorities, trains personnel to perform their assigned duties in area of responsibility for a project team in multiple locations for a complex assignment.
• Develops the administrative staffing plan, including completing requisitions, conducting interviews, and recommending candidates.
• Supervises administrative personnel assigned to the project in the functions of document control with regard to design documents, supplier documents, communication, and all other project document types.
• Develops and implements the records retention and turnover plans, and meets with the JV partners/client as required to finalize the turnover plan.
• Coordinates project close-out activities inclusive of all functional groups represented on project.
• Maintains effective communication with other project team members, client, and field personnel to ensure quality, schedule and budget are met as defined, and provides effective problem resolution with the team.
• Supports audits for quality assurance, internal technical reviews, client reviews, and ISO 9000 audits.
• Maintains project access to the EDMS, performs associated tasks with EDMS administration, and trains others in these tasks.
• Ensures supplier and Bechtel documentation is processed within established schedule standards.
• Prepares routine documents, using standard word processing, spreadsheets, or other office software as needed to support work activities.
• Keeps abreast of department technologies, techniques, and services that are available.
• Provides technical guidance to project personnel in the use of EDMS.
• Plans, organizes, and implements systems for efficient document processing, including design and supplier documents, communication, and all other project document types.
• Develops and implements procedures, and trains and monitors personnel in the effective use of procedures. Ensures training records for project administrative personnel are current.
• Supports development of duties and standards, prepares performance reviews, coaches individuals in performance enhancement, and provides input to the ranking process.
• Coordinates project space requirements, communications, equipment, project library, and general facilities issues.
• Compiles information, analyzes and prepares reports, and establishes metrics for administrative activities.
• Conducts presentations regarding project administration status and work process requirements, internally and externally.
• Establishes a strategy for the execution of the administrative tasks outlined in the contract or scope book.
• Writes and implements the administrative portion of the automation and execution plans to include records and information management, document control, office administration, project closeout, records retention, and the EDMS.
• Develops and monitors project budgets for administrative support, prepares trends and scope changes as needed, including routine personnel forecasts.
• Performs / assists in other general administrative activities as required.
• Coordination of procedures and processes to assure uniformity with all segments of the alliance. Provide direction, training and partnering to administrative project teams in the processing of documentation. Provide guidance and/or coaching to other administrators for issues that arise. Develop transition from engineering deliverables to jobsite document control processes. Assist in process development, training and document processes for document control at JV locations, AECs, or jobsite as necessary.

Education and Experience Requirements:

• Bachelor's Degree (or international equivalent) and 8-10 years of relevant experience or 12-14 years of relevant work experience.

Required Knowledge and Skills:

• Experience in records management and document control processes with focus on configuration of the EDMS; work processes and project work flow with other entities.
• Experience in the effective application of leadership skills including motivation and teambuilding.
• Demonstrated experience of budgeting and cost monitoring.
• Recent experience in supervising, training, planning, and distributing work to administrative employees in multiple work locations. 

Total Rewards/Benefits:

For decades, Bechtel has worked to inspire the next generation of employees and beyond! Because our teams face some of the world's toughest challenges, we offer robust benefits to ensure our people thrive. Whether it is advancing careers, delivering programs to enhance our culture, or providing time to recharge, Bechtel has the benefits to build a legacy of sustainable growth. Learn more at Bechtel Total Rewards

Diverse teams build the extraordinary:

As a global company, Bechtel has long been home to a vibrant multitude of nationalities, cultures, ethnicities, and life experiences. This diversity has made us a more trusted partner, more effective problem solvers and innovators, and a more attractive destination for leading talent.

We are committed to being a company where every colleague feels that they belong-where colleagues feel part of "One Team," respected and rewarded for what they bring, supported in pursuing their goals, invested in our values and purpose, and treated equitably. Click here to learn more about the people who power our legacy.

Bechtel is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, disability, citizenship status (except as authorized by law), protected veteran status, genetic information, and any other characteristic protected by federal, state or local law. Applicants with a disability, who require a reasonable accommodation for any part of the application or hiring process, may e-mail their request to acesstmt@bechtel.com