jacobs

Jacobs Sr. Document Control in Houston, Texas

Sr. Document Control

Description

Recognized as a leader in the EPC industry and ranked as the #2 engineering design firm by revenue in Engineering News-Record magazine, we primarily serve the oil & gas, refining & petrochemical and chemicals industries providing engineering and construction of some of the world's largest refinery and petrochemical complexes. Our services include execution of major revamps and grassroots projects across petroleum refining, gas processing, liquefied natural gas, and associated offsite and environmental facilities worldwide.

Position Summary

Coordinates and administers assigned configuration management activities relative to identification, control, and accounting for specification and change documents.

  • Accomplished / Executing all Roles and Responsibilities of Document Management 01; Includes Primary Job Responsibilities, Training and Experience, and Other Essential Functions

  • Creates and maintains project filing systems (electronically (via JPI) and hard copy)

  • Checks JPI content for quality and accuracy

  • Prepares transmittals and distributes data

  • Interacts with Reprographics/Print Department for required copies and scanning

  • Prepares express packages to clients and third parties

  • Receives, processes, and monitors internal and external distribution of engineering documentation per the department work process

  • Receives, processes, monitors, and tracks supplier/vendor documentation per the Department work processes

  • Maintains open communication with Lead (or Section Manager) in regards to work load status

  • Loads Purchase Orders into the JPI VenDocs system and conducts audits within JPI to ensure the content is accurate

  • Trains project team members, internally and externally, accordingly

  • Interacts with internal and external customers

  • Develops and maintains the project Distribution Matrix within JPI

  • Understands scope of work for the project and Department for the project/phase

  • Develops Document Management Project Execution Plan

  • Facilitates Document Management workflow on a project by following Department standards

  • Develops client/project specific workflows and procedures, as required

  • Participates in project Interactive Planning Session to develop and understand the schedule

  • Prioritizes tasks based on project schedule in order to meet project milestones

  • Develops work-hour estimates and staffing plan in accordance with the Department and project requirements

  • Utilize the Department estimating tool, and share the results with Department Leadership

  • Update WFS to reflect the staffing/de-staffing plans for the entire project scope

  • Prepares/Submits Project Change Notices (PCNs), as required

  • Coordinates the Document Management Work Share activities, as required

  • Attends project kick off meetings

  • Attends weekly project meetings

  • Attends monthly OPR meetings

  • Runs JPI reports to assist project with document status

  • Facilitates turnover of final project data, including building data books (electronically and/or hard copy)

  • Participates and/or Lead in PI-SOP and Discipline Technical Audits to ensure compliance of the Department work processes, as required

  • Informs Lead (or Section Manager) of project successes and improvement opportunities for sharing with the Department (and project, as required)

  • Provides input on Annual Performance Assessments/Reviews

  • Interfaces with project leadership to coordinate Document Management activities while ensuring cost effectiveness

  • Develops solutions that address Document Management issues/concerns

  • Delegates tasks to team members to ensure work load is balanced

  • Exhibits leadership traits and abilities

  • Builds trust with team through excellent inter-personal, motivational, and management coordination skills

  • Ensures accountability of team by leading consistently

  • Acts as a conflict mediator for the project team to actively and immediately address any concerns/issues on the project

Qualifications

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6 years (typical) in the engineering and construction industry

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Associate’s Degree, Bachelor’s Degree, or an equivalent combination of education and specialized experience

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Excellent oral and written communication skills

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Strong public speaking / presentation skills required

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Advanced knowledge of all project phases (FEED through close-out) utilizing JSTEPSSM

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Actual execution experience of most project phases (FEED through close out) and the deliverables produced

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Advanced knowledge of supplier document types, the associated reviewer(s), and the significance to the project

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Knowledge of specialty reviewers (QA/QC, Welding documents, etc.)

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Advanced knowledge of JPI (or related EDMS)

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Specifically in Engineering and VenDocs Module

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Ability to troubleshoot/fix VenDocs system when common problems are encountered and/or mistakes are made

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Advanced knowledge of Microsoft Office (Outlook Word, Excel, PowerPoint, etc.)

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Advanced knowledge of Adobe Acrobat (Reader/Writer)

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Advanced computer literacy: creating Word/Excel/PowerPoint documents from scratch, creating tables in Word, emailing attachments, creating new folders, renaming documents, using FTP sites, setting up and navigating folder structures, burning CD’s, running basic formulas in Excel, formatting reports and graphs, importing/exporting data, developing basic database management reports, etc.

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Experience leading a team on a small, mid, and/or large capital project

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Attend Jacobs “Growing Ourselves As Leaders” (GOAL) training course

Other Essential Functions:

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Attend BeyondZero® training and maintain safe workplace practices

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Champion (lead by example) the BeyondZero® culture and the safety programs

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Strict adherence to ethics

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Compliance with all Jacobs company policies and procedures

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Strict adherence to timekeeping responsibilities per policy

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Strive for overall client satisfaction by being customer service focused (internally and externally)

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Maintain professionalism in conduct, appearance, and quality of work produced

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Operates well in a multi-company team environment (suppliers, clients, other disciplines, etc.)

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Advocate the use of JPI and minimize the use of the network drives

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Responsible for self and team – Must be a self-starter that requires little supervision in order to lead

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the project team for overall project success

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Lead by example – Be approachable, assertive, organized, active listener, etc.

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Know the personality and performance of each team member

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Ensures accountability

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Consistency in leadership

At Jacobs, we help prepare people for new opportunities and challenges. With positions at every level, openings in multiple disciplines, expertise in a range of markets and offices around the globe, we create an environment where you can learn, grow, and thrive. From our competitive benefits program to our Health and Safety initiative of Beyond Zero workplace injuries, we believe that you'll find a flourishing career here at Jacobs.

Jacobs is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status or other characteristics protected by law. Jacobs is a background screening, drug-free workplace.

Primary Location United States-Texas-Houston

Req ID: ECR00023Y

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