Document Control Specialist

Requisition ID:  273203

• Relocation Authorized: None
• Grade: 22-23
• Position to be Panel Interviewed? No 
• Telework Type: Full-Time Office/Project 
• Work Location: Ras Al Khair 
• Employee Referral Amount:  

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.

Position Summary

Jubail is one of Bechtel’s most remarkable achievements—a city built from the sand up, requiring vast resources and logistical planning on an unprecedented scale. It the biggest civil engineering project in modern times—and it's getting bigger. Bechtel has managed the Jubail project, located in the Eastern Province of Saudi Arabia, since it began in the mid-1970s. Saudi Arabian Bechtel Company (SABCO) serves as the Management Services Contractor (MSC), or “owner’s representative” for our client, the Royal Commission (RC). We are the Engineering, Procurement, and Construction (EPC) managers, managing design submissions from local AE firms, and overseeing the actual construction work being performed by local contractors and sub-contractors in Jubail and Ras-Al-Khair Industrial Cities. In June 2021, Bechtel’s contract with the Royal Commission was renewed for another 5 years with work focusing on building new residential communities, iconic buildings/ bridges, major site preparation, commercial buildings, mosques, schools, hospitals, sports facilities, clinics, universities, utility services and infrastructure (electrical sub-stations, lift stations), roads and highways, port & pipeline expansions, and more. 

Work Location: Ras-Al-Khair

The work location for this position is at Ras-Al-Khair which is located about 100 KMS north of Jubail Industrial City. You will be required to commute Jubail - Ras-Al-Khair - Jubail daily using the available transportation facility /shuttle bus service. Free breakfast and lunch is currently provided for Ras-Al-Khair assignees during workdays.

Responsibilities:

 The candidate should be prepared to travel to various construction sites in Ras Al khair to perform work related tasks.

• Implementing processes and tools, providing system reports, maintaining and updating electronic information systems, distributing documents, and ensuring accuracy of all documentation.
• Performs QA/QC metadata after each document to make sure it is error-free, assign the transmittal packages to the correct Engineer Leads based on the distribution matrix for comments and review.
• Administered and improved Document Control processes that incorporate the use of Compliant Ever suite/Oracle Unifier document management system as well as a complex paper-based workflow, filing, and archiving process.
• Liaise between the Project team, Design team, construction contractors and other external parties on document management issues.
• Carry out day to day and final audits of Initial Acceptance As Built and Final Acceptance As Built in compliance to client’s standards.
• Maintained metrics to track all submittals and timelines, etc.
• Send out notifications of outgoing transmittals received and sent out to Project Management based on the distribution matrix.
• Ensure proper document classification, revision control, document status, deliverable dates and volume of documents received and sent.
• Co-ordination between other Consultants & Contractors for facilitating documents workflow and ensure documents status to be closed.
• Assist the Document Management Team & Lead to deliver Document Management Support on the Project this includes all Document Management Activities required to all operations.
• Circulate documents for Review according to review process in a timely manner.
• Complete each task - process, transmit, and attach electronic files do hard copy filing.
• Assist in completing requests, searches queries as requested by project personnel.
• Assist in providing guidance training to more junior team members.
• Assist in preparing issuing project status/progress reports.
• Assist in project close-out handover/archiving activities.
• Making sure that departments are following the correct procedures in the document flow process in accordance to the Policies and Procedures.
• Perform any other tasks assigned by the department manager.

Qualifications and Skills:

Essential Technical: 

• Bachelor / Diploma holder or equivalent in Computer Science, Business, Office Management or any other related disciplines.
• 3 to 5 years’ experience in Document Control, Archiving or Office Management.
• Intermediate level experience in Microsoft Suite: Word, Access, Excel.
• Good knowledge in Adobe Professional.
• Proficient typing and editing skills.

Essential Behavioral:

• Team player
• Good verbal & written communication skills (English).
• Proactive & can take Initiatives.
• Able to work on his/her own.
• Must be flexible working in multiple locations. 

Additional Qualifications:

Preferred Technical:

• Experience using Document Controls EDMS systems (for example, Aconex, Unifier)
• Good knowledge in Document Control Processes.
• Intermediate knowledge in ISO 9001 & Implementation at work.
• Intermediate knowledge in QA & QC while handling documents.
• Experience in Archiving documents (Soft & Hard Copy).
• Experience in Retrieving documents (Soft & Hard Copy).
• Experienced in Preparing KPI reports.
• Performed QA/QC checks of the information entered in DC database and audits of files.
• Knowledge of Redline markup drawings & as-built drawings.
• Knowledge of Geographic Information Systems (GIS) & Building Information Modeling (BIM).

Preferred Behavioral:

• Experience working in a Team with different Backgrounds i.e., nationalities, cultures etc.
• Attention to detail in subject matter.
• Willingness to embrace change and to drive improvements within the business.
• Ambitious, agile and committed to teamwork and excellence.

Addendum:

• Grade 22 – Minimum 3 years’ experience in Document Control, Archiving or Office Management for Bachelor degree holder and 5 years experience required for diploma holder.
• Grade 23 – 5 plus years experience in Document Control, Archiving or Office Management.

Bechtel employees are required to be vaccinated for COVID-19 or show proof of a negative test result prior to accessing Bechtel sites/facilities to the extent required by applicable law or by customer requirements. 

Bechtel’s internal staffing policy includes the minimum time that you need to be in your current position before applying to a new position.  Please refer to the applicable policy manual and ensure you meet the minimum requirements.

Per Policy 203-Internal Staffing, the Functional Manager of all internal Bechtel employees that are selected to proceed with an interview as part of Bechtel’s internal recruitment process will receive a notification including the position title and corresponding Functional Lead.