Document Management Technician

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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. 

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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. 

Project Overview:

Bechtel is among the most respected engineering, project management, and construction companies in the world. Bechtel operates through four global business units that specialize in infrastructure; mining and metals; nuclear, security, and environment; and oil, gas, and chemicals. Today, our colleagues team with customers, partners, and suppliers on diverse projects in nearly 40 countries. Bechtel is seeking a Senior Project Document Administrator to join the Riverside, California team. This team oversees the planning, environmental clearance, design, and construction of projects on the state highway system, under California Department of Transportation (Caltrans) oversight and following Caltrans’ standards and procedures, and on commuter and freight rail lines, under Federal Transit Administration (FTA), Southern California Regional Rail Authority (SCRRA), Burlington Northern Santa Fe Railroad (BNSF), and/or Union Pacific Railroad (UP) oversight and following their standards.

Job Summary:

This position will primarily support the client teams for the various projects throughout Riverside County, while operating as part of the project Document Management/Administrative staff. The Senior Project Document Administrator will report to the Project Administrative Supervisor and be responsible for maintaining/utilizing the project’s Electronic Document Management Systems (EDMS’s) to register, control, distribute, transmit, file and archive project records. The expectation of the position is to provide senior level administrative support to multiple client personnel as well as internal project staff. This position also requires a heavy interface with the client’s Project and Construction Management (PCM) teams, Operations and Maintenance teams, as well as the projects Contractor teams.

The candidate will interface directly with the client and project staff and must have a positive, approachable demeanor. No relocation assistance will be provided for this position. #LI-KL1 #LI-Onsite

Major Responsibilities:

Document Management & Control

Maintain and manage project database and Electronic Document Management Systems (EDMS)

Utilize internal and external EDMS to register, distribute, transmit, file and archive project records

Collaborate with the client's PCM Document Controls Administrator on incoming submittals, correspondence, and relevant documentation

Perform periodic project consultant/contractor file and documentation audits

Perform project document audits against contractor submittal documents and client's EDMS

Ensure documents are filed correctly for immediate access and retrieval

Address immediate needs for document retrieval and production of specified records

Communication & Correspondence

Compose letters/correspondence and perform QA/QC checks on letters received from project staff for proper formatting and grammar

Apply effective communication and organizational skills with attention to detail

Communicate effectively on behalf of the client with internal and external stakeholders

Project Coordination & Support

Prioritize assigned workloads in a fast-paced work environment

Monitor all follow-up actions required by project coordinators and client management staff

Coordinate project Change Orders (CCO's) and follow-through

Assist Project PCM staff and Contractors with client's Project Management teams' calendars for scheduling meetings in Outlook

Prepare Agendas for client recurring meetings

Attend project meetings, take meeting minutes, and/or action items as needed

Generate project status reports for client meetings

Prepare expense reports related to project expenses

Process Development, Documentation & Training

Develop and document processes and procedures across multiple functional areas including:

Document control and EDMS workflows

Project management administrative support

Project controls coordination

General administrative procedures

Provide training to project team members on established processes, EDMS usage, document control procedures, and administrative workflows

Create and maintain training materials, user guides, standard operating procedures (SOPs), and process documentation

Continuously improve processes based on project needs and team feedback

Compliance & Records Management

Follow proper protocols concerning "Public Records Requests" and "Subpoenas"

Ensure project schedules are met with regard to processing documents

Additional Duties

Perform other administrative and special projects/tasks assigned by supervisor and project management team with minimum supervision

Education and Experience Requirements:

• Bachelor's degree with 1-2 years of experience or 4-5 years of relevant work experience in lieu of a degree
• Must have experience with project coordination in fast-paced professional office environment
• Must be able to work and remain in the United States without visa sponsorship

Required Knowledge and Skills:

Technical Skills

Demonstrated intermediate to advanced knowledge of Microsoft Office Suite + Office 365 (Word, Excel, PowerPoint, Outlook)
Demonstrated knowledge of intermediate to advanced administrative and document control functions
Experience managing, retrieving, filing, distributing documents/records within an EDMS environment
Must be able to generate and compile project status reports from project database systems
Ability to develop PowerPoint presentations when needed
Experience compiling and analyzing information to present in various report formats

Communication & Professional Skills

Demonstrate intermediate to advanced written and oral communication skills
Must be able to compose letters/correspondence and communicate effectively on behalf of the client
Strong organizational skills, with mindfulness to detail and accuracy
Ability to write policies and procedures for training purposes

Work Style & Competencies

Ability to work and multi-task effectively in a fast-paced, high energy, team environment
Ability to prioritize workloads on own initiative
Positive, approachable demeanor for direct interface with client and project staff
Minimum 5+ years’ document management and/or administrative experience required.
Must have the right to work and remain in the United States without visa sponsorship.

Preferred Qualifications:

College degree with 1 to 2 years of experience, or minimum 2-year college degree desired but will consider work experience in lieu of degree (4 – 6 years of relevant work experience)
Previous experience in the construction and engineering industry

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.