Document Control Administrator II

Audubon Companies; Tulsa, Northern (OK, KY); Hybrid; USD 42,000 - 54,000; Full time

Job summary

Audubon Companies in Tulsa, OK is seeking a Document Control Administrator II to create and maintain project filing systems and related databases. The role handles internal and external distribution of engineering and supplier documentation while ensuring customer requirements are met.

You will work under general supervision with clear priorities and deadlines. Responsibilities include maintaining project documentation files, performing quality checks on submittals, processing ECNs, and managing

Qualifications

• High school diploma or GED required; database courses valued.
• Familiar with technical data, drawings, specs, and documents.
• Knowledge of EDMS and project databases.
• Four years of document control experience in a technical environment.
• Experience in project management or engineering environment preferred.
• Proficient with MS Office; able to develop spreadsheets.
• Ability to handle confidential information and maintain revision history.
• Strong written and verbal communication skills.
• Detail-oriented with good planning and time management.

Responsibilities

• Create and maintain project documentation files and databases.
• Process internal and external distribution of engineering and supplier docs.
• Perform quality checks of submittals to meet standards.
• Handle ECNs, distribution matrix, and document control workflows.
• Enter data into EDMS and ensure data integrity.
• Create reports and distribute data as directed.
• Coordinate with reproduction for document distribution per procedures.

Skills

Attention to detail

Time management

Oral and written communication

Independent problem solving

Multi-project support

Familiarity with technical data

Education

High school diploma or GED

Database management courses

Tools

EDMS

Microsoft Office

Job description

Audubon is currently seeking a Document Control Administrator II to join our team in our Tulsa, OK Office. The Document Control Administrator II will create and maintain project filing system, and maintains project-related databases. Receives, processes, monitors and expedites internal and external distribution of engineering and supplier documentation. Ensures that customer requirements are implemented. Works under general supervision receiving instructions covering generally, what is to be done, priorities and deadlines.

PRIMARY RESPONSIBILITIES:

• Creates and maintains project documentation files consisting of technical data, engineering and supplier drawings, technical specifications, purchase orders and other project-required documents.
• Maintains efficient paper and electronic filing system and ensures quick retrieval of requested documents.
• Performs quality and content checking of engineering and other technical submittals to ensure all company and client submittal standards are being met.
• Performs project document control activities that require selection and application of standard policies and procedures.
• Processes ECN (Engineering Change Notice), coordinates the distribution matrix for release and control of project and vendor documentation, initiates, monitors and logs squad checks.
• Enters data from various sources into EDMS (Electronic Data Management System). Ensures data integrity by verifying input.
• Creates runs and distributes standard periodic reports to communicate follow-up requirements and to summarize reports.
• Prepares forms and transmittals and distributes data as directed. Verifies information as requested.
• Interfaces with reproduction department for required reproduction associated with copy and distribution requirements per project procedures

Health, Safety, and Environmental Responsibilities:

• All employees are responsible for supporting Audubon Companies’ Health, Safety, and Environmental (HSE) policies and procedures. This includes:
• Performing duties in a manner that protects personal and team health and safety
• Participating in required HSE training, meetings, and reporting activities
• Identifying and reporting hazards, near misses, and unsafe conditions
• Following safe work practices and complying with applicable regulatory requirements
• Expedites processes and maintains revision history of supplier, vendor, and sub-contractor drawings, documents and data – electronic and paper format.
• Performs other duties as assigned.
• May work on special projects.
• May provide back up for other employees

EXPERIENCE AND SKILL REQUIREMENTS:

• High school diploma or GED. Additional specialized courses in database management preferred.
• Familiarity with technical data and specifications, engineering and supplier drawings, purchase orders, non-conformance controls and other project-required documents.
• Knowledge of EDMS (Electronic Data Management Systems) and project related databases.
• Knows how to distinguish between the different types of engineering documentation.
• At least four years’ experience in document control working in a technical environment.
• Experience in a project management or engineering environment preferred.
• Computer skills with proficiency with Microsoft Office and departmental software programs.
• Ability to develop spreadsheets and modify formats to independently complete assignments.
• Ability to support multiple projects and work with various client systems.
• Ability to resolve routine problems and questions independently.
• Effective oral and written communication skills with good vocabulary, good grammar and the ability to independently compose routine written communications.
• Ability to handle confidential or sensitive information or issues.
• Ability to pay close attention to details and present good planning, organization, and time management skills.
• Ability to handle tasks simultaneously and to work effectively with interruptions.

Equal Opportunity Employer/Veterans/Disabled

Working at Audubon

The Audubon Family of Companies provides professional consulting solutions to the energy industry. For over 25 years, our proven reputation for operational excellence and dedication to client satisfaction has helped us become a leading service provider to some of the biggest names in oil and gas. Our team of over 1,000 of the country's top professionals can deliver a full range of consulting services, from EPCM to field solutions and operational support.

At Audubon we are always growing, though we never lose sight of our commitment to excellence. Our focus on flexibility and our demand for unsurpassed quality control over continue to guide our growth as they have since our inception. We realize that service goes beyond plugging in a professional skill set. Service means flexibility. Service means understanding and solving project challenges in dynamic environments. Service means communication. We pride ourselves on providing the service of the quality which allows us to implement efficient solutions that deliver immediate value and long-term returns.

Our dedication to people requires an equal dedication to safety. Our rigorous safety program helps us maintain a safe and incident-free work environment from the desktop to the pipeline trench. Our people drive the quality and efficiency that have established Audubon as a leader in the oil and gas industry -their growth and safety are at the core of our business.