Document Closeout Specialist

Role Overview

• The Document Closeout Specialist will review the work of others to ensure all material documentation processes have been properly followed
• Perform documentation closeout for projects
• Focus on record coding and retention accuracy to certify proper handling of important files, documents, and forms per company policies
• Perform daily document management tasks such as naming and tagging documents, enforcing document management protocols
• Support in tracking and verifying project and organizational deliverables
• Assist with project meetings, drafting of agendas, record meetings minutes, track action items and assist to ensure completion of tasks
• Review material ordered and compared to what was actually installed
• Track disposition of unused material
• Review may include completion verification of headings, full material descriptions with serial numbers where applicable, quantities, reference document section populated, etc.
• Verify that each material reference listed on the completed installation documentation is uploaded to the document management system
• Verify if casing or tubing is installed
• Review each joint of casing/tubing to verify that a Material Test Document is uploaded to the data management system
• Verify material charges for pipeline and associated materials are charged to the correct project account
• Verify that all records contributing to the Material Closeout Milestone are uploaded to the document management system with all applicable metadata
• Assist with managing the overall completion, tracking, and issue resolution across multiple concurrent projects

Requirements

• Minimum of 0-2 years of direct or relevant experience with a related degree, or 2-4 years direct or relevant experience without a degree
• Bachelor’s degree in engineering is preferred
• Gas/utilities/pipeline experience preferred
• Must be proficient in the use of computers and have the ability to learn new computer software
• Demonstrated ability to work collaboratively with multiple stakeholder groups
• Proficient in Office 365 and Document management system such as SharePoint Online, Procore, Oracle
• Experience working under the direction of Document Control Lead and project/program managers, and business unit managers or their appointees
• Must have good writing skills, and the ability to follow established standards
• Basic knowledge of SAP is desirable
• Must have the ability to balance multiple priorities
• Attention to detail with strong organizational skills
• Communication and interpersonal skills
• Ability to work under tight deadlines

Tech Stack

• Oracle

Benefits

• health, dental, vision, and life insurance
• 401(k) with employer match
• paid time off