Share this Job

Senior Document Management Specialist (International Contract)

Requisition ID:  238079

Requisition Posting End Date: 10/28/2021

  

Company 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; Energy; 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.

 

Project Overview:

 

Bechtel National, Inc. (BNI), Bechtel’s government services business, is one of the top Engineering, Procurement and Construction companies in the world. Its successes include many large, first-of-a-kind projects in government site management, environmental restoration, defense, space, energy, and national and homeland security. 

 

SAUDI ARABIAN MILITARY INDUSTRIES (SAMI) is a national holding company owned 100% by the Public Investment Fund (PIF), a sovereign wealth fund owned by the Kingdom of Saudi Arabia (KSA). 

SAMI was established in May 2017 to develop the military infrastructure necessary to support the Saudi Vision 2030 aim of localizing military spending to at least 50% by the end of the decade. It commenced operations in January 2018.

 

SAMI is working with numerous Original Equipment Manufacturers (OEMs) and local contractors to establish a military industrial infrastructure across the Kingdom. It is organized into four divisions: Aeronautics, Defense Electronics, Land, and Weapons & Missiles. Naval interests are covered within the Weapons & Missiles portfolio.

 

Bechtel was contracted to provide a Facility Management Team (FMT) to develop and implement a Facility Masterplan to help align SAMI`s programs. This has led to the opportunity to expand into an Enterprise Project Management Office (EPMO) at the corporate level with a focus on monitoring and reporting.

 

There is also an opportunity to provide a Project Management/Construction Management (PM/CM) team to manage the design and construction of an Ammunition Industrial Complex (AIC). This state-of-the-art ammunition facility will comprise approximately 60 buildings on a 20 km2 site north of Riyadh, which will be designed and built over the next 3-4 years. 

 

Role Overview:

 

The Senior Document Management Specialist will report directly to the Document and Information Manager to ensure an effective document control service is delivered. 

 

The Senior Document Management Specialist is required to cascade the Project Document Management policies and procedures into the work environment. The Senior Document Management Specialist is “Client and Contractor/Consultant facing” and will proactively develop relationships with their counterparts who work with their respective Document Management teams.

 

This role is an integral part of the business and will be an experienced, professional information management practitioner, promoting the meaning and purpose of document management and record retention on SAMI project. Operating as part of the Document Management team, you will assist the Document and Information Manager to analyze, recommend, map and implement information and documentation work processes and data flows. The incumbent shall have a strong understanding of information management systems and a thorough knowledge of specific subject matters, such as information management practices and procedures, and collaboration platforms.

 

Ideal candidate will have a can-do attitude, flexible, able to follow a work process to the letter whilst being innovative and suggesting improvements where necessary. 

 

Responsibilities may include, but are not limited to the following:

  • Follow approved document control procedures, work processes and instructions developed for the project
  • Utilize the project EDMS and Document Distribution Matrix to capture, register, control, issue, transmit, retain and archive project documents
  • Ensure the Document Management protocol and standards are followed by the Project and Contractors/Consultants personnel
  •  
  • Support Document Controllers in providing effective and efficient services
  • Ensure that Document Controllers maintain quality and timely processing of project documentation
  • Execute quality control on all incoming and outgoing documentation and correspondence, with the attention to detail, to spot irregularities and non-compliance
  • Prepare routine documents, logs, registers and reports using standard word processing, spreadsheets, or other department-specific computer applications, to support work activities as needed
  • Collect, clean, transform data for document management reporting and dashboard metrics, to measure the efficiency and effectiveness of processes
  • Manage both client document control and Bechtel records management requirements as per Records Retention and Turnover Plan.
  • Provide technical guidance and support to project team members in the use of automated document management tools
  • Provide Document Management and EDMS guidance and training to Bechtel, Client and Contractors/Consultants personnel
  • Evaluate and implement work process improvements in related areas of responsibilities
  • Participate in quality assurance audits, internal technical reviews, client reviews, and external audits
  • Be capable of performing clerical duties if required
  • Perform other tasks as assigned by Document and Information Manager
  • Strive to support Bechtel’s “zero-accident” philosophy through personal safe behavior/work practices and by being aware of surroundings and activities that may be potential safety hazards. Take steps to correct or minimize hazards
  • Ability to work additional hours as needed
     
     
    Basic Qualifications:
  • Minimum seven (7) years of document management experience.
  • Must have intermediate to advanced experience using Aconex. Experience must have been obtained within the past two (2) years.
  • Must be able to demonstrate advanced proficiency using standard office automation tools, including Microsoft Excel, Outlook, and Word.
  • Experience in document control and records management, including client interface, document control, records management and project close-out activities.
  • Proven knowledge of information lifecycle and data flow requirements on in an engineering design/construction/consulting environment.
     
    Minimum Qualifications:
  • Proven experience in work process mapping and development.
  • Proven experience with using two or more industry recognized EDMS systems.
  • Proven knowledge of using MS Excel with data manipulation in the creation of reports, trackers and dashboards.
  • Strong teamwork skills.
  • Strong presentation skills.
  • Experience with managing large volume records collection including records management and turnover activities.
  • Proven ability to work independently and to exercise individual initiative.
  • Must be flexible and able to accept and quickly adapt to changes in work focus
  • Strong organizational skills, attention to detail and problem-solving skills.
  • Ability to compile, analyze and interpret data.
  • Able to independently anticipate changing priorities, unscheduled work tasks and effectively flow down changes to work team.
  • Advanced oral and written communication skills; must be able to effectively communicate with project team members at all levels of the organization.
  • Must be able to maintain confidentiality and exercise a high degree of individual discretion, diplomacy, and judgement.
     
    Preferred Qualifications:
  • Knowledge of Bechtel’s organization structure, functions, policies and procedures, industry and regulatory standards.
  • Experience with participating in internal and external audits, surveillances and assessments.
  • A degree qualification within Document/Records/Information Management or a related subject
     

  

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; Oil, Gas & Chemicals; 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, physical or mental disability, citizenship status (except as authorized by law), protected veteran status, genetic information, and any other characteristic protected by federal, state or local law.