Job description

The Senior Document Control Administrator coordinates the implementation, maintenance, and optimization of the Industrial Construction (IC) group’s Project Management Information System, a collection of electronic document management software and associated processes/procedures. The person in this role will also train and develop the IC group and clients on these software tools and ensure their proper use in project execution and proposal development efforts. This role is critical to ensure that project documentation is managed efficiently and securely, supporting the overall success of all IC projects and initiatives. This position requires regular face-to-face communication with project team members.

This position will report to the Manager, Project Engineering. Additionally, the Sr. Document Control Administrator may provide support for proposal work and other related initiatives (new software/tool evaluations, procedure development, and similar).

Develop and enforce document management policies and procedures. Ensure all project documents are accurately stored, categorized, and easily retrievable. Monitor document workflows to ensure compliance with regulatory requirements and internal standards.
User Support and Training: Provide training and support to users on the software tools, ensuring they are proficient in their use. Identify gaps in tool proficiency and recommend actions to leadership team to continuously improve tool utilization.
Review incoming documentation for completeness, accuracy, and conformance with client standards.
Address user issues and provide solutions to ensure smooth operation of the software in use.
Regularly monitor the performance of the software and coordinate with the Babcock Power corporate IT function on implementation updates or improvements as necessary. Conduct routine system audits to ensure data integrity and security.
Generate reports on document management activities, system performance, and compliance metrics; deliver reporting results to IC leadership team. Maintain comprehensive documentation of software tool configurations, procedures, and user manuals.
Support project change management processes and procedures by contributing to reporting and tool use of project change management information.
Participate in the development of project reporting and presentation of project and organization metrics (KPIs or otherwise) by retrieving information from applicable software in use.
Evaluate potential new tools, applications, and enhancements to existing tools for future IC project use.

Requirements

Bachelor’s degree in Information Technology, Business Administration, or a related Industrial Construction project experience.
10+ years of experience in a document control function, preferably in industrial project applications.
Proficient in electronic document management software and tools with the proven ability to learn new systems.
Ability to communicate effectively and professionally with clients, project staff, subcontractors, vendors, and engineers by written and verbal means.
Ability to proactively diagnose and resolve technical issues in the field office, documenting findings and research in a clear and concise manner.
Must be able to collaborate with others as a team player.
Self-motivated and can work independently on assigned project(s) and IC initiatives.
Strong multitasking abilities.

Desired skills:

Experience utilizing InEight software (Plan, Control, Document & Compliance Modules) or comparable construction management software in a document management lead role.
Experience and understanding of project controls processes and procedures, including scheduling, cost tracking, cost forecasting, planning, etc.
Experience utilizing AutoCAD and Bluebeam software.
Multiple document control assignments on larger construction projects in a lead role ($50m+).

Benefits