Project Document Manager - Site
Bechtel Corporation · United States
- Hybrid
- Full-time
- $100,000 / year
- United States
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Job highlights
- Manage project document and records system.
- Lead and train document management team.
- Implement document control procedures.
- Ensure project compliance and reporting.
- Utilize Aconex and ECMS extensively.
About the role
Project Document Manager - Site
Bechtel Corporation is seeking a Project Document Manager to join their Renewables & Clean Power (R&CP) business. This role is crucial for supporting large projects and requires a candidate with extensive experience in document and records management. The work locations for these projects are in Wyoming, Ohio, and Indiana, and the position is 100% on-site.
About Bechtel
Since 1898, Bechtel has been a leader in building inspiring projects across the globe. With a commitment to delivering successful outcomes and a focus on customers' objectives, Bechtel creates a lasting positive impact in markets such as Infrastructure, Nuclear, Security & Environmental, Energy, Mining & Metals, and Manufacturing & Technology. Their Vision, Values, and Commitments guide their operations and their dedication to making the world a safer and cleaner place.
Job Summary
The Site Project Document Manager will be responsible for establishing, planning, controlling, and directing the full scope of document and records management program activities for the project. This includes managing the Enterprise Content Management System (ECMS), Aconex database, developing project-specific processes and procedures, training personnel, and ensuring compliance with corporate and GBU standards. Relocation assistance is available.
Major Responsibilities
- Support the management of the project Enterprise Content Management System (ECMS), Aconex database, ensuring security models, registration, distribution, transmission, filing, and archiving of project records.
- Develop project-level processes and procedures for document management programs.
- Plan the scope of document/records management work, establish priorities, and train personnel.
- Establish and execute strategies for tasks outlined in contracts, aligning with standard processes and procedures.
- Supervise and manage the project document/records management team.
- Develop and implement records retention and turnover plans in coordination with the functional records manager.
- Develop and implement other Project Document Management processes and procedures, such as communication and handover plans.
- Communicate effectively with project team members, clients, suppliers, subcontractors, and field personnel to ensure quality, schedule, and budget adherence.
- Support quality assurance audits, internal technical reviews, client reviews, and external audits.
- Manage project access to the ECMS, including account creation, user invitations, and training.
- Ensure timely processing of supplier and customer documentation according to established standards and procedures.
- Prepare routine documents using standard office software.
- Stay updated on department technologies, techniques, and services.
- Plan, organize, and implement systems for efficient document processing, including design and supplier documents.
- Ensure training and training records for project document management and administrative personnel are current.
- Compile information, analyze data, and prepare reports, establishing metrics for document/records management activities.
- Conduct presentations on project document management status and work process requirements.
- Develop and implement the Document Management portion of automation and execution plans.
- May develop and monitor project budgets for document management, prepare trend and scope changes, and forecast staffing.
- Coordinate project close-out activities with all functional groups.
- Work in an integrated team environment with clients, partners, suppliers, and Bechtel personnel.
- Prepare and distribute monthly reports summarizing key milestones, progress updates, risks, and upcoming actions.
- Develop duties and standards, prepare performance reviews, coach individuals, and provide input for the ranking process.
- Coordinate with the O&AS Functional Team to ensure awareness of trends, risks, challenges, and opportunities related to the project document/records management program.
Education and Experience Requirements
Requires a 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 is mandatory.
Required Knowledge and Skills
- Must have the right to work in the U.S. without visa sponsorship.
- Minimum of 5-8 years of project-based experience in document/records management with a full understanding of Aconex configuration and work processes.
- At least 5 years of recent and advanced experience managing and training a document management team using Aconex.
- Advanced proficiency in standard office automation tools, including Microsoft Excel, Outlook, and Word.
- Advanced analytical ability to build and maintain databases and presentations.
- Ability to organize and prioritize document management scope effectively.
- Strong interpersonal and customer service skills.
- Flexibility and ability to work collaboratively across all levels of the organization.
- Ability to accept and adapt quickly to changes in work focus.
- Project experience managing a document management team.
- Willingness to attend meetings away from the jobsite and report full-time to the project site location.
Key skills/competency
- Document Management
- Records Management
- Aconex
- ECMS
- Project Management
- Team Leadership
- Process Development
- Quality Assurance
- Reporting
- Communication
Skills & topics
- Project Document Manager
- Document Control
- Records Management
- Aconex
- ECMS
- Project Management
- Bechtel
- Construction
- Engineering
- On-site
How to get hired
- Tailor your resume: Highlight specific experience with Aconex, ECMS, and team management in document control.
- Showcase project experience: Detail your involvement in large-scale projects and your ability to manage document workflows.
- Emphasize leadership skills: Provide examples of managing and training document management teams.
- Quantify achievements: Use numbers to demonstrate your impact on project efficiency, compliance, or cost savings.
- Prepare for Aconex test: If a proficiency test is administered, ensure you are up-to-date with Aconex functionalities.
Technical preparation
Master Aconex ECMS configuration and workflows.,Enhance skills in Excel, Word, and Outlook.,Practice building project databases and reports.,Familiarize with records retention policies.
Behavioral questions
Describe managing a document control team.,How do you handle conflicting priorities?,Share an experience improving document processes.,How do you ensure team collaboration across locations?
Frequently asked questions
- What are the primary work locations for the Project Document Manager role at Bechtel?
- The Project Document Manager role at Bechtel has work locations in Wyoming, Ohio, and Indiana, with the specific project location depending on the candidate and mobilization timing. The position requires 100% on-site presence.
- What specific software is critical for the Project Document Manager role at Bechtel?
- Proficiency with the Enterprise Content Management System (ECMS), specifically Aconex, is critical. The role requires at least 5 years of recent and advanced experience managing and training a team using Aconex.
- Does Bechtel offer relocation assistance for the Project Document Manager position?
- Yes, Bechtel offers relocation assistance for the Project Document Manager role. This is to support candidates who need to move to one of the project's work locations in Wyoming, Ohio, or Indiana.
- What is the minimum educational requirement for the Project Document Manager role?
- The minimum educational requirement is a bachelor's degree or its international equivalent. Alternatively, 9-12 years of relevant work experience can substitute for a degree.
- Is visa sponsorship available for this Project Document Manager position at Bechtel?
- No, candidates must have the right to work in the U.S. without visa sponsorship for this Project Document Manager position.
- What kind of experience is essential for the Project Document Manager role at Bechtel?
- Essential experience includes a minimum of 5-8 years of project-based document/records management, with a deep understanding of Aconex configuration and project workflow coordination. Additionally, at least 5 years of advanced experience in managing and training a document management team is required.
- Are there any proficiency tests for the Project Document Manager role at Bechtel?
- Yes, a proficiency test may be administered for Aconex and for advanced proficiency using standard office automation tools like Microsoft Excel, Outlook, and Word.
- What is the work arrangement for the Project Document Manager role?
- The Project Document Manager role is a Full-Time Office/Project position and is 100% on-site. The work location will be at various project sites in Wyoming, Ohio, and Indiana.