Sibanye Stillwater
  • Columbus, MT, USA
  • DOE
  • Salary
  • Full Time

Industry leading benefits package including Medical, Dental, Vision, STD/LTD, and up to an 8% 401k match


Document Control Specialist

Location: Columbus


POSITION SUMMARY: Document Management Specialist is responsible for designing, configuring, maintaining, and ensuring proper use of a document control system. The incumbent must have an intimate knowledge of document types related to engineering, construction, procurement, project controls and other areas for a major mining project. The incumbent must understand and be capable of ensuring compliance with contractual, Company, regulatory, quality and agency requirements & standards for documentation in a major project environment. This position will be required to prepare and assemble documents for use by the project team. Documents will be stored and catalogued in Share Point. Typical duties include:

  • Manage the design and configuration and ongoing maintenance (revision control) of a document control system to ensure ease of use and that all critical documents are identified and captured on a timely basis and any updates to documents are properly recorded.
  • Effectively interface with outside companies providing engineering, construction, procurement, and other services to ensure that all documents are captured in the company document management system.
  • Complete understanding of document types encountered on a major project. Use this understanding to ensure that all documents are accounted for and complete. Ensure that documents are received in a timely manner.
  • Work directly with project director, engineering manager, procurement, construction, project controls staff, other project team, and other company personnel to ensure that project document needs are met and handled efficiently and effectively.
  • Participate in the development, implementation, and continuous improvement of document control policies, standards, and procedures.
  • Will interface with outside contractors, engineering firms, suppliers, consultants, etc. to direct proper management of documents with company. May direct internal resources performing document management activities.
  • Assist procurement in assembling documentation for bid packages and enter requisitions into JDE.
  • Provide training to internal and external project staff and field personnel on document managing requirements and controls.
  • Ensure compliance with document management policies, standards, and processes.
  • Set up and maintain document distribution matrices.
  • Set up and maintain document workflows as required to meet project requirements.
  • Monitor and ensure timely completion of workflows. Provide regular reports of document activity. Communicate directly with workflow participants to keep documents moving and active.
  • Perform and report regular audits of document management activities.
  • Establish and maintain a document distribution and approval matrix (RACI).
  • Manage and track RFI's and submittals to timely approval and promptly report issues.
  • Understand and ensure compliance to Stillwater records retention policy.
  • Understand types of engineering documents and ensure that review and approval is managed, expedited, and accomplished per schedule.
  • Ensure that a plan is in place and monitor activity to have all required documents complete and ready for turnover to Operations at completion of the project.
  • Understand and manage documents related to QA/QC activities.
  • Understand and manage documents related to commissioning activities.

QUALIFICATIONS/KNOWLEDGE/SKILLS/EXPERIENCE REQUIRED:

  • 5+ years of experience in performing document management, records and file management functions on major engineering and construction projects. This experience must include experience with document control systems, archival processes, and records retention, workflow processes, document turnover processes, or an equivalent combination of education and experience sufficient to successfully perform the essential duties such as those listed below.
  • Experience working with construction, engineering or technical project documentation
  • Experience working with centralize electronic document management and control system
  • Proficient in MS Office products including actual working experience in Share Point
  • Excellent writing and organizational skills and strong attention to detail

QUALIFICATIONS/KNOWLEDGE/SKILLS/EXPERIENCE PREFERRED:

Knowledge of:

  • Document control and records retention principles and practices
  • Construction management software - Aconex, Documentum, ProCore, etc.
  • Require experience with document control software, process map software, FTP clients, ISO, SharePoint and FileNet.
  • Special terminology, such as knowledge in reading and understanding blue prints.
  • Principles, practices, and procedures of automated records management, retrieval, and storage
  • Knowledge of engineering / construction phases and gating.
  • Modern office practices, procedures, and equipment
  • Ability to exercise judgment and discretion and to set priorities and manage competing demands.
  • Principles of Customer Service
  • Report preparation
  • Design and Construction industry terms and practices related to document control management

Skills in:

  • Using a computer and related software applications - Microsoft Suites
  • Organizing and prioritizing work
  • Preparing a variety of business correspondence and presentations
  • Handling multiple priorities simultaneously
  • Planning, organizing, analyzing, and resolving problems
  • Communicating in order to interact with co-workers, supervisor, and the general public at a level sufficient to exchange or convey information and to receive work direction.

WORKING ENVIRONMENT / PHYSICAL DEMANDS:

See Physical Requirements and Working Conditions in the Human Resources Department.

Sibanye Stillwater
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