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Document Management Lead

Requisition ID: 259215 

  • Relocation Authorized: None 
  • Telework Type: Part-Time Telework 
  • Work Location: Reston, VA 

Bechtel Overview

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; Oil, Gas & Chemicals; and Mining & Metals markets. Our services span from initial planning and investment, through start-up and operations. Core to Bechtel are our values – ethics, safety, quality, people, culture, relationships, innovation and sustainability, and our covenants – integrity, respect, collaboration, trust, and delivery. They are what we believe, what customers can expect, and how we deliver.

 

Position Summary
The Document Control Lead will report to the Project Administrator. This position is responsible for supervising the Project Document Control group and requires a thorough knowledge of document control and records management practices in managing, planning, controlling, directing, and monitoring activities of work within assigned area. Responsible for assisting in employee development/utilization by sharing general knowledge of company and people issues. Provide broad support for all aspects of department and/or project administration in a complex organization. Engage with personnel from multiple departments, including Project Sr. Management, Client, Functional Management as well as external customers and stakeholders in identifying record types, establishing work processes and retention requirements.

 

This position may require additional overtime hours as deemed necessary and/or occasional temporary adjustments in the normal work schedule depending on the nature of assigned projects.

 

Responsibilities

  • Manage the document control and records management group, utilizing an electronic document management system (EDMS)
  • Act as the docbase administrator for the EDMS 
  • Responsible for ensuring the quality of data entry and docbase integrity 
  • Provide training and support to project personnel in use of EDMS 
  • Monitor work of document control personnel to ensure that data entry guidelines and procedures are understood and followed 
  • Act as liaison with EDMS Support Team to coordinate project training, presentations and system upgrade efforts as needed 
  • Act as liaison with on-project IS&T group to ensure proper level of technical support in EDMS operations
  • Develop, implement, and interpret project administrative/document control procedures, incorporating changes as needed
  • Manage record retention and turnover process for project documents to client, JV partner and Bechtel
  • Coordinate document control process with operations management and resident engineering (RE) offices, providing training and assistance to ensure consistency of processing
  • Manage set-up and maintenance of onsite project library for hardcopy and electronic documents
  • Provide review and comment on project procedures to identify and determine any records impacts.
  • Set goals; develops work plans, strategies, and budgets; determines staff and resource requirements; and schedules work assignments
  • Perform personnel administration activities, which may include the hiring process, input to salary planning, career counseling, professional development, and performance reviews
  • Develop management reports such as status of the group’s activities and progress, cost analyses and estimates, staffing, technical services and equipment, work measurements, and materials and supplies
  • Assist in cross-training other personnel in professional or discipline-specific skills, techniques, and procedures
  • Develops written desk guidelines
  • Perform other duties as assigned by supervisor

 

Basic Qualifications

  • Bachelor’s Degree in Business Administration or related field and 6 years of experience in document control/records management roles
  • In lieu of a degree, a High School Diploma or equivalent and 12 years of relevant experience
  • Must be a U.S. Citizen or able to work and remain in the U.S. without sponsorship
  • If necessary, must be able to maintain a site security badge

 

Additional Qualifications:

  • Knowledge of various project document types and requirements for document processing
  • Demonstrated proficiency and skill in all areas of document control, records management and associated systems including project records retention and turnover and project closeout (preferably in an engineering/construction environment) 
  • Experience in process flow analyses and implementation  
  • Proven ability to work independently and to exercise individual initiative, discretion, diplomacy, and judgment
  • Effective leadership, supervisory and interpersonal skills and experience are essential 
  • Must be able to deal with pressure in a professional and positive manner 
  • Excellent oral and written communication skills 
  • Able to independently anticipate changing priorities, unscheduled work tasks and to perform multiple work tasks and easily adjust priorities for self and group
  • High level of experience with Microsoft suite of products 
  • Ability to maintain confidentiality 
  • Must be willing to learn new software applications 
  • Effective teamwork and interpersonal skills 
  • Ability to work in a client/partner/consultant integrated staff environment 
  • Experience with InfoWorks, Aconex, or similar electronic document management systems
  • Experience leading and providing guidance to a team
  • Demonstrated knowledge of six sigma concepts with the ability to develop new processes as well as identify and streamline existing processes
  • Excellent customer service skills
  • Must be proactive, use individual initiative, follow assignments through to completion, and be attentive to detail, quality control and deadlines
    Possess a high degree of flexibility, have strong interpersonal skills and proven record as a team player required
  • Demonstration of Bechtel’s “Zero Accident” philosophy though personal safe behavior/work practices
  • Ability to work overtime with short notice
  • Ability to work effectively within an electronic file management system
  • Continually demonstrates sustained commitment to Bechtel’s “Zero Accidents” policy and support for Bechtel’s safety program through personal safe behavior/work practices, following all safety rules and procedures and reporting unsafe work practices/situations

 

Preferred Qualifications:

  • Familiar with Bechtel processes, procedures, structure, and applications
  • At least 5 years of Bechtel supervisory experience leading small to medium sized teams
  • At least 15 years of experience working on previous Bechtel projects with increasing roles of responsibility
  • Demonstrated experience working on high complex assignments with successful outcomes

Shaping tomorrow together

Bechtel is one of the most respected global engineering, construction, and project management companies. Together with our customers, we deliver landmark projects that foster long-term progress and economic growth. Since 1898, we’ve completed more than 25,000 extraordinary projects across 160 countries on all seven continents. We operate through four global businesses: Infrastructure; Nuclear, Security & Environmental; Energy; and Mining & Metals. Our company and our culture are built on more than a century of leadership and a relentless adherence to our values, the core of which are safety, quality, ethics, and integrity. These values are what we believe, what we expect, what we deliver, and what we live.  
www.bechtel.com

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.

In accordance with Bechtel's duty to provide and maintain a safe workplace for our employees and to safeguard the health of our families, customers, and visitors, we have adopted mandatory COVID-19 safety protocols for each work location, which may include a vaccination or testing requirement. Please speak with your Bechtel recruiter to determine which protocols apply to the work location for the job you are seeking.