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Document Management Lead

2 months ago

Navi Mumbai, India Bechtel Full time

Requisition ID: 278510 

  •  Relocation Authorized: None 
  • Telework Type: Full-Time Office/Project 
  • Work Location: Navi Mumbai 

 

 

Extraordinary teams building inspiring projects: 

Since 1898, we have helped customers complete more than 25,000 projects in 160 countries on all seven continents that have created jobs, grown economies, improved the resiliency of the world's infrastructure, increased access to energy, resources, and vital services, and made the world a safer, cleaner place.  

Differentiated by the quality of our people and our relentless drive to deliver the most successful outcomes, we align our capabilities to our customers' objectives to create a lasting positive impact. We serve the Infrastructure; Nuclear, Security & Environmental; Energy; Mining & Metals, and the Manufacturing and Technology markets. Our services span from initial planning and investment, through start-up and operations.  

Core to Bechtel is our Vision, Values and Commitments. They are what we believe, what customers can expect, and how we deliver. Learn more about our extraordinary teams building inspiring projects in our Impact Report. 

 

Bechtel India is a global operation that supports execution of projects and services around the world. Working seamlessly with business line home offices, project sites, customer organizations and suppliers, our teams have delivered more than 125 projects since our inception in 1994. Our offices in Gurgaon, Vadodara and Chennai will grow significantly and sustainably with exciting career opportunities for both professionals and young graduates who are passionate about creating a cleaner, greener, and safer world; building transformational infrastructure; making decarbonization a reality; and protecting people and the environment.

 

Project Overview:

Bechtel is seeking to expand its decades long relationship with Reliance by providing Project Management Consultant (PMC) Services and Engineering Procurement and Construction Management (EPCM) Services for offsites and utilities (OSBL) for a multi-billion-dollar upgrade / expansion of existing petrochemical facilities in India. Reliance plans to augment its existing petrochemical facilities in Dahej, Gujarat, and Nagothane, Maharashtra, to expand its PVC capacity. The PMC Services will be led out of India with personnel deployed in Mumbai region, the project sites in India, as well as several key contractor locations across India. The EPCM Services for OSBL will be led out of Bechtel’s India offices. The positions on the project will start as assignment in Navi Mumbai, Dahej or Nagothane.

 

Job Summary: 

In this role, you will provide document and records management support and assist with establishing work processes. You will assist with the ECMS (Enterprise Content Management Systems), integrations, reports and Power BI dashboards. You will support your team with quality checks, resolving issues, providing software training, metrics, and planning. Your work will help ensure efficient and accurate management of documents and records. Provides support to Document Control Supervisor – PMC to the project team. Render actions in the areas of record management, document control, ensuring the requirements of Bechtel, its Clients, legal and local regulatory bodies are met. 

 

Coordination with Project Team / Job Dimension: 

  • May report to Project DCC Supervisor - PMC. 
  • Project Management, Clients, Field Personnel, Suppliers / Subcontractors, and Regulatory agencies. 

 

Major Responsibilities:

  • Experience in using Enterprise Content Management Systems (ECMS) and SaaS application (Aconex) to register, control, distribute, transmit and archive project records. Plan, control, and carry out records management and administrative activities for the project for one or more key result areas, e.g., document control, communications control, file administration, or client administrative support. 
  • Assists in determining requirements/expectations for integrations, and with preparing a plan to provide ongoing support. 
  • Uses standard Enterprise Content Management System (ECMS), archival/retention management systems, and/or SaaS applications to register, control, distribute, transmit and archive project records. 
  • Interacts with end users to support, troubleshoot, and resolve issues  
  • Creates SQL tables based on the project requirements  
  • Handles API requirements, manages token generation/token refresh activities required for integration data extraction to/from ECMS and archival/retention management systems using APIs, and updates SQL database 
  • Interacts and communicates within automation and IS&T groups 
  • May develop and lead implementing records retention and turnover plans 
  • Provides training on work processes and tools 
  • Interacts with vendors, suppliers and EPC partners. 
  • Supports triage and root cause analysis exercises when required  
  • Provides training and professional developments of the DMG personnel assigned to the project. 
  • Providing input to the Document Distribution Matrix, after coordination with all disciplines of the project, and its implementation to the project.  
  • Provides guidance and direction to the assigned potential Senior DMG personnel in developing work plan, monitor progress, and takes corrective actions as necessary. 
  • Conducts formal training session relating to the use of DMG procedures, BGU procedures, EDP/EDPIs related to document management, Bechtel policies etc. Arrange to maintain these training record for future use. 
  • Provide training to the project personnel (other than DMG) on document management procedures, so that they follow the quality requirement on documents while sending the document to DMG for processing in EDMS and distribution to the project. 
  • Develop and monitor the quality of the document management activities on daily basis for each of the members of the document management team. 
  • Keeping a record of quality audit details for each member of the documentation team. 
  • Ensures effective administrative coordination between various Bechtel entities supporting the project. Resolves daily administrative problems. 
  • Regular publishing of the MIS reports, as required or instructed by the project management team. 
  • Participate in kick off meeting with Equipment Supplier / Sub-contractor, demonstrating the documentation requirement for the Bechtel’s projects. 
  • Provide direction to the project team on record management activities to satisfy the regulatory and legal requirements and to furnish complete historical records of project operation. 
  • Input provides in the preparation of project close-out procedures and document handover plan. 
  • Follow Bechtel Ethics, implementation of Bechtel VV&C on the project, along with Quality and ES&H initiatives. 

 

Education and Experience Requirements:

  • Post-Graduation / Graduation in any discipline. 
  • 9 -12 yrs. of working and leading experience in Document Management. Experience in EPC industry is essential.  
  • Proven capability of processing a high volume of supplier and/or project documentation. 
  • Develop and support the implementation of the records retention and turnover plans. 
  • Work in team environment and provide training on Work process and tools. 
  • Proficiency in using Aconex, Docfinity, MS-Excel, MS Access or any other Database Management Software is a pre-requisite.
  • Work experience in Aconex or any other Document Management Solution is essential.
  • Proficiency in MS Office is also essential. Couple of projects delivered as sub-lead role in document management team. 

 

Required Knowledge and Skills:

  • Proficiency and Experience in project administration, including procedural work, client interface, record management. 
  • Knowledge of development of work processes 
  • Knowledge of Bechtel, Industry, and regulatory standards for record keeping 
  • Experience in Training and supervision of team personnel  
  • Good Knowledge over Quality Assurance requirements, ISO Audit or Equivalent Body. 
  • Working knowledge of computer programs for record tracking, storage, archival and retention.  
  • Understanding of computer programs and requirements of all disciplines / groups assigned to the project. Knowledge on the output (generated documents) of these programs. 
  • Knowledge of Bechtel’s organization structure, function, policies and procedures 
  • Excellent communication skills (oral and written) 
  • Able to coordinate with PMC organization and EPC contractors as assigned  
  • Strong aptitude for automation and eager to learn 
  • Strong analytical skills to identify problems and work with Global Team / Vendor to determine, develop and implement solutions 
  • Good interpersonal skills to provide daily user support. 
  • Ability to prioritize and flexibility to multi-task in a fluid environment 
  • Ability to work independently with minimal supervision in challenging, dynamic work environment.

 

Total Rewards/Benefits:

For decades, Bechtel has worked to inspire the next generation of engineers 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.com/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