Sr. Document Management Specialist

Job Description

<strong>Requisition ID: <strong>267565</strong></strong><p><br></p><ul><li> Relocation Authorized: National/International – Single </li><li> Telework Type: Full-Time Office/Project </li><li> Work Location: Al-Kharj </li></ul><p><br></p><strong><u>About Bechtel</u></strong><p><br></p>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.<p><br></p>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.<p><br></p>We serve the Infrastructure; Nuclear, Security &amp; Environmental; Energy, and Mining &amp; 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.<p><br></p><strong><u>Role Overview</u></strong><p><br></p>The Senior Document Management Specialist will report directly to the Document and Information Manager to ensure an effective document control service is delivered. It is expected that the successful candidate will be located at the construction site during the duration of the project.<p><br></p>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.<p><br></p>This role is an integral part of the business and shall 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.<p><br></p>Ideal candidate shall have a can-do attitude, flexible, able to follow a work process to the letter whilst being innovative and suggesting improvements where necessary.<p><br></p><strong>Responsibilities may include, but are not limited to the following:</strong><p><br></p><ul><li> Follow approved document control procedures, work processes and instructions developed for the project. </li><li> Utilize the project EDMS and Document Distribution Matrix to capture, register, control, issue, transmit, retain, and archive project documents. </li><li> Ensure the Document Management protocol and standards are followed by the project and Contractors/Consultants personnel. </li><li> Support Document Specialist in providing effective and efficient services. </li><li> Ensure that Document Specialists maintain quality and timely processing of project documentation. </li><li> Execute quality control on all incoming and outgoing documentation and correspondence, with the attention to detail, to spot irregularities and non-compliance. </li><li> Prepare routine documents, logs, registers, and reports using standard word processing, spreadsheets, or other department-specific computer applications, to support work activities as needed. </li><li> Collect, clean, transform data for document management reporting and dashboard metrics, to measure the efficiency and effectiveness of processes. </li><li> Manage both client document control and Bechtel records management requirements as per Records Retention and Turnover Plan. </li><li> Provide technical guidance and support to project team members in the use of automated document management tools. </li><li> Provide Document Management and EDMS guidance and training to Bechtel, Client and Contractors/Consultants personnel. </li><li> Evaluate and implement work process improvements in related areas of responsibilities. </li><li> Participate in quality assurance audits, internal technical reviews, client reviews, and external audits </li><li> Be capable of performing clerical duties if required. </li><li> Perform other tasks as assigned by Document and Information Manager. </li><li> 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. </li><li> Ability to work additional hours as needed. </li></ul><p><br></p><strong><u>Basic Qualifications</u></strong><p><br></p><ul><li> Minimum seven (7) years of document/records management experience. </li><li> Must have intermediate to advanced experience using Aconex. Experience must have been obtained within the past two (2) years. </li><li> Must be able to demonstrate advanced proficiency using standard office automation tools, including Microsoft Excel, Outlook, and Word. </li><li> Experience in document control and records management, including client interface, document control, records management, and project close-out activities. </li><li> Proven knowledge of information lifecycle and data flow requirements on in an engineering design/construction/consulting environment. </li></ul><p><br></p><strong><u>Minimum Qualifications</u></strong><p><br></p><ul><li> Proven experience in work process mapping and development. </li><li> Proven experience with using two or more industry recognized EDMS systems. </li><li> Proven knowledge of using MS Excel with data manipulation in the creation of reports, trackers, and dashboards. </li><li> Strong teamwork skills. </li><li> Strong presentation skills. </li><li> Experience with managing large volume records collection including records management and turnover activities. </li><li> Proven ability to work independently and to exercise individual initiative. </li><li> Must be flexible and able to accept and quickly adapt to changes in work focus </li><li> Strong organizational skills, attention to detail and problem-solving skills. </li><li> Ability to compile, analyze and interpret data. </li><li> Able to independently anticipate changing priorities, unscheduled work tasks and effectively flow down changes to work team. </li><li> Advanced oral and written communication skills; must be able to effectively communicate with project team members at all levels of the organization. </li><li> Must be able to maintain confidentiality and exercise a high degree of individual discretion, diplomacy, and judgement. </li></ul><p><br></p><strong><u>Preferred Qualifications</u></strong><p><br></p><ul><li> Experience with participating in internal and external audits, surveillances, and assessments. </li><li> A degree qualification within Document/Records/Information Management or a related subject. </li><li> Previous Bechtel experience working in a relevant role. </li><li> Experience in working independently in a senior management environment. </li><li> Experience with participating in internal and external audits, surveillances, and assessments. </li><li> Advanced knowledge of grammatical rules, spelling, punctuation, and required formats. </li><li> Knowledge of Bechtel’s organization structure, functions, policies, and procedures, as well as industry and regulatory standards </li><li> Knowledge of Bechtel’s standard computerized systems and other information transmission systems. </li><li> Knowledge of technical vocabularies and terminology common to the assignment. </li><li> Demonstration of Bechtel’s “Zero Accident” philosophy through personal safe behavior/work practices. </li><li> Knowledge of Six Sigma philosophy and activities. </li></ul><p><br></p><strong>Assignment Location:</strong> Al-Kharj, Saudi Arabia<p><br></p><strong>Shaping tomorrow together</strong><p><br></p><strong>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 &amp; Environmental; Energy; and Mining &amp; 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.<br><br>www.bechtel.com <br><br></strong><strong>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.<br><br></strong><strong>In accordance with the laws of Saudi Arabia, Bechtel has adopted mandatory COVID-19 safety protocols for all work locations in the country. These requirements may include vaccination and testing. Any and all offers of employment with Bechtel in Saudi Arabia are expressly conditioned upon the applicant’s willingness and ability to comply with all COVID-19 related safety laws and Bechtel protocols in place at the time of a candidate’s start date. A candidate’s failure or refusal to comply with such laws and protocols renders an issued offer null and void.<br><br>This requirement cannot be waived by a recruiter, manager, or supervisor. Your submission of an application for employment with Bechtel in Saudi Arabia constitutes your understanding and acknowledgment of this express condition.</strong>