Job Summary:
As a Document Management Specialist, you'll support project documentation activities, ensuring efficient handling, storage, and retrieval of documents within the project's Enterprise Content Management System (ECMS) and in compliance with company guidelines. You'll assist in assembling information for project support, addressing queries from internal and external stakeholders, performing quality checks, audits, and facilitating project closeouts. Your attention to detail and commitment to data accuracy will be crucial for maintaining compliance with document management protocols.
Key Qualifications:
- Strong attention to detail to uphold compliance with document management procedures.
- Ability to adapt priorities as needed, exercising judgment within a clearly defined scope.
Work Schedule:
- Hours: 6:30 AM - 4:00 PM (flexible).
- Telework: Part-time; at least three days in-office each week. Weekly schedules set in coordination with supervisor and project leadership.
Responsibilities:
- Manage document and record services per established policies and procedures.
- Support project ECMS activities, including platforms like Aconex.
- Collaborate with project teams to resolve queries and issues.
- Perform quality checks on data entry, maintaining daily, weekly, and monthly standards.
- Assist team members with document-related questions, including numbering, signatures, and legibility.
- Gather information to support project needs and generate reports using tools like MS Excel and Word.
- Update work instructions, plans, and procedures as needed.
Education and Experience:
- 2-4 years of recent experience in document/records management, with EPC industry experience preferred.
- Intermediate to advanced skills in Microsoft Word, PowerPoint, Outlook, and Excel.
Skills & Abilities:
- Familiarity with ECMS, preferably Aconex or EPC client's systems.
- Excellent verbal and written communication skills.
- Strong analytical and problem-solving skills.
- Interpersonal skills for daily user support.
- Ability to multitask and prioritize in a dynamic environment.
- Independence in a fast-paced setting with minimal supervision.
Additional Requirements:
About Petroplan
Petroplan is the trusted, specialist global Talent Solutions partner of choice for employers and professionals in the Energy sector. Since 1976, Petroplan has been here to help people like you make the most of the opportunities available and find the best fit for you as an individual.
Over 10,000 placements in more than 55 countries for over 550 clients across 65 disciplines.
In an industry where skilled and experienced professionals are increasingly sought after resource, we appreciate the true value of what you have to offer. What's more, we understand that different things are important to different people in today's world of work - it's about making exactly the right connections for you as an individual.
Our reputation for contractor and candidate care, understanding what makes you tick, and finding you the best match is second-to-none. We understand the industry inside-out and seek to understand YOU and your motivations in the same way. We take the time to evaluate your individual strengths, understand the most important things to you, and establish exactly what you're looking for from your next role.
