Documentation Specialist II

Role Overview

The Documentation Specialist II position involves comprehensive oversight of document control processes within the designated project scope to ensure compliance, accuracy, and efficiency in information management.

Key Responsibilities

• Execute the Information Management Plan and enforce supporting document control procedures.
• Adhere to the Company's Records Management Program throughout all activities.
• Understand and uphold Information Management elements from Project Plans, Contract Coordination Procedures, and Purchase Orders.
• Conduct rigorous quality assurance checks on Engineering and Supplier documents for correct document numbers, titles, revisions, and dates, reporting any discrepancies directly to the Information Management Lead.
• Verify the existence, appropriateness, and accuracy of Master Document Registers (MDRs), Supplier Master Document Registers (SMDRs), and Document Distribution Matrixes (DDMs), updating these as needed for project requirements.
• Ensure contractor and supplier documents meet contractual standards by performing compliance audits; initiate corrective measures and escalate issues when necessary.
• Provide regular status updates including deliverables completion, outlooks on upcoming issues, and overdue items.
• Engage proactively in project meetings to anticipate and fulfill information management demands.
• Create and deliver training resources and workshops on Information Management to Project Teams and train clerical personnel in handling documentation conforming with project procedures.
• Conduct gap analyses on Contractor Document Control Procedures against company standards, document findings, and recommend improvements.
• Identify and communicate discrepancies between Contractor Electronic Document Management Systems (EDMS) and the company's EDMS (UDOCS) to relevant leadership and skill centers.
• Perform quarterly evaluations of Contractor Document Control processes, log concerns, and report to Project Information Management Leads.
• Validate Contractor deliverables and associated metadata to facilitate smooth data integration into the company EDMS.
• Assist the Documents for Operations (DFO) Coordinator and Project Information Management Lead as required.
• Champion capital efficiency initiatives for managed projects.

Required Skills and Qualifications

• A university degree is preferred, particularly in technical disciplines.
• 7 to 10 years of relevant professional experience.
• Proven expertise in operations or project technical support with a focus on document management and IT tools.
• Excellent written communication abilities, including the development of procedural documents, presentations, and collaboration with project teams.
• Familiarity with Information Management requirements across all project stages.
• Hands-on experience with Electronic Document Management Systems (EDMS).
• Advanced skills in document control IT applications, databases, and administrative practices.