Document Controls Specialist III

Globalchannelmanagement; Tulsa (OK); On-site; USD 70,000 - 90,000; Full time

Job summary

A leading energy management firm based in Tulsa, Oklahoma is seeking a Document Controls Specialist III with extensive experience in the oil and gas sector. The successful candidate will manage document control processes using the Oracle Aconex system, ensuring compliance with company policies and project requirements. You will also collaborate with engineering teams to resolve discrepancies and improve workflow processes. This role offers a dynamic environment for a detail-oriented professional who can travel up to 15% of the time.

Qualifications

• Four years experience in document control/management in the oil and gas industry.
• Extensive knowledge of Aconex Document Management System.
• Quality or Lean Management certification preferred.

Responsibilities

• Verify documents against project requirements.
• Execute daily activities in the Document Management system.
• Control the issuance and release of documents as per procedures.

Skills

Oracle Aconex Document Management System

Quality or Lean Management Certification

Microsoft Office proficiency

Engineering documentation

Business-related activities exposure

Travel ability

Document verification and processing

Job description

Overview

Document Controls Specialist III needs Four (4) years experience performing document control/management in the oil and gas industry, preferably with an owner/operator or an EPC (Engineering / Procurement / Construction) organization.

Qualifications

• Extensive knowledge of Oracle Aconex Document Management System (Modules / Tasks, Documents, Mail, Packages, Tenders, Workflows, Directory and Set-up).
• Quality or Lean Management certification (e.g., ISO-9001, Six Sigma, PMP).
• Aconex Accreditation Professional Level
• Proficiency in Microsoft Office applications (Word, Excel, Teams, and Outlook as a minimum) with other PC skills.
• In-depth experience with engineering documentation and procedural materials for internal company use.
• Demonstrates an eye for business due to exposure to business-related activities, e.g., accounting, financing, purchasing, contracts.
• Experience working in regulated environment regarding PHMSA, FERC, DOT, BESE, PSM, etc.
• The capability to reprioritize as needed, when required.
• Ability to travel up to 15% of the time.
• Verifies documents and deliverables conform to project contract requirements, project procedures and company policy.
• Executes within the Document Management system the daily activities of respective technical areas.
• Process the latest version of a document (reviewed and/or ready for issuance) to ensure the latest approved revision of documents is available and used by project personnel.
• Controls the issuance and release of documents including drawings, parts, specifications, etc. per company procedure.
• Communicates with document originators and engineering personnel to resolve discrepancies and compile required changes to documents, maintaining close relationships with the project team members ensuring support is available.
• Works together with contractors and supplier counterpart(s) to train, guide and ensure document management objectives are met.
• Carries out project close-out activities and ensures handover to business partners, ensuring the accuracy and quality of the final turnover.
• Identify opportunities within document management to integrate effective workflow processes to aid the efficiency of the project team.
• Audits the contractors and/or suppliers document management activities within Aconex to ensure adherence to the projects document control procedures.

Responsibilities

• Verifies documents and deliverables conform to project contract requirements, project procedures and company policy.
• Executes within the Document Management system the daily activities of respective technical areas.
• Process the latest version of a document (reviewed and/or ready for issuance) to ensure the latest approved revision of documents is available and used by project personnel.
• Controls the issuance and release of documents including drawings, parts, specifications, etc. per company procedure.
• Communicates with document originators and engineering personnel to resolve discrepancies and compile required changes to documents. Maintaining close relationships with the project team members ensuring support is available.
• Works together with contractors and supplier counterpart(s) to train, guide and ensure document managements objectives are met.
• Carries out project close-out activities and ensures handover to business partners, ensuring the accuracy and quality of the final turnover.
• Identify opportunities within document management to integrate effective workflow processes to aid the efficiency of the project team.
• Audits the contractors and/or suppliers document management activities within Aconex to ensure adherence to the projects document control procedures.