Job Summary
Under the direction of the Project Director/Managers, the Site Project Document Manager will establish, plan, control, and direct the full scope of document/records management program activities for project. Relocation assistance is available
Major Responsibilities
Support the management of the project Enterprise Content Management System (ECMS), Aconex database while using the corporate and GBU standards, to include supporting the security model based on project needs, to register, distribute, transmit, file, and archive project records for a team in multiple locations.
Develop project level processes and procedures to define work activities for the overall document management programs of these projects.
Plan the scope of document/records management work, establish priorities, and train personnel to perform their assigned duties for the projects.
Establish/continue a strategy for the execution of tasks outlined in the contract or scope books and in line with Infra GBU Office and Administrative Services (OA&S) standard processes and procedures.
Supervise and manage the project document/records management team.
Development of and implementation of the records retention and turnover plans in coordination with the functional records manager.
Development and implementation of other Project Document Management processes and procedures (communications plan, handover plan, etc.).
Communicate effectively with project team members, clients, suppliers, subcontractors and field personnel to ensure quality, schedule, and budget are met as defined.
Support quality assurance audits, internal technical reviews, client reviews, and external audits.
Manage project access to the ECMS by creating accounts and inviting users, perform associated tasks with ECMS administration, and train others in these tasks.
Ensure supplier and customer documentation is processed within established schedule standards and procedures.
Prepare routine documents using standard word processing, spreadsheets, or other office software as needed to support work activities.
Keep abreast of department technologies, techniques, and services that become available.
Plan, organize, and implement systems for efficient document processing, including design and supplier documents, communication, and all other project document types.
Ensure training and training records for project document management and administrative personnel are current.
Compile information, analyze and prepare reports, and establish metrics for document/records management and administrative activities.
Conduct presentations regarding project document management status and work process requirements, both internally and externally.
Develop and implement the Document Management portion of automation and execution plans to include records and information management, document management, office administration, project closeout, records retention, and the ECMS.
May develop and monitor project budgets for document management, prepare trend and scope changes as needed, including staffing forecasts.
Coordinate project close-out activities inclusive of all functional groups represented on project.
Work in an integrated team (client, partners, suppliers, and Bechtel).
Maintain ongoing visibility into the status of all items by preparing and distributing monthly reports to the function, summarizing key milestones, progress update risks, and upcoming actions.
Development of duties and standards, prepare performance reviews, coach individuals in performance enhancement, and provide input for the ranking process.
Coordinate with the O&AS Functional Team to ensure they are aware of trends, risks, challenges, opportunities, and any other items as they relate to the project document/records management program.
Education and Experience Requirements
Requires bachelor's degree (or international equivalent) and 5-8 years of relevant experience or 9-12 years of relevant work experience.
At least 5 years of recent and advanced experience managing and training a document management team in using Aconex.
Required Knowledge and Skills
Must have the right to work in the U.S. without visa sponsorship.
Must have a minimum of 5-8 years project-based experience performing document/records management with a full understanding on the configuration of the ECMS (Aconex), work processes, and coordination of project workflow with other entities. Experience must have been obtained within the past 10 years.
Must have at least 5 years of recent and advanced experience managing and training a document management team in using Aconex. A proficiency test may be administered.
Must have advanced proficiency using standard office automation tools, including Microsoft Excel, Outlook, and Word. A proficiency test may be administered.
Advanced analytical ability to build and maintain databases and presentations for project and functional management.
Must be able to organize and prioritize assigned document management scope.
Have strong interpersonal and customer service skills.
Have ability to work flexibly and collaboratively across all levels of the organization.
Must be flexible and able to accept and quickly adapt to changes in work focus.
Must have project experience managing a document management team.
Must be able to attend meetings away from the jobsite when requested by management teams.
Must be able to report full time to project site location to perform work activities.
Total Rewards/Benefits
For decades, Bechtel has worked to inspire the next generation of employees and beyond! Because our teams face some of the world's toughest challenges, we offer robust benefits to ensure our people thrive. Whether it is advancing careers, delivering programs to enhance our culture, or providing time to recharge, Bechtel has the benefits to build a legacy of sustainable growth. Learn more at Bechtel Total Rewards
Diverse teams build the extraordinary
As a global company, Bechtel has long been home to a vibrant multitude of nationalities, cultures, ethnicities, and life experiences. This diversity has made us a more trusted partner, more effective problem solvers and innovators, and a more attractive destination for leading talent.
We are committed to being a company where every colleague feels that they belong-where colleagues feel part of "One Team," respected and rewarded for what they bring, supported in pursuing their goals, invested in our values and purpose, and treated equitably. Click here to learn more about the people who power our legacy.
Bechtel is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, disability, citizenship status (except as authorized by law), protected veteran status, genetic information, and any other characteristic protected by federal, state or local law. Applicants with a disability, who require a reasonable accommodation for any part of the application or hiring process, may e-mail their request to acesstmt@bechtel.com
