Document Control Specialist

Project Overview:

Jubail is one of Bechtel’s most remarkable achievements—a city built from the sand up, requiring vast resources and logistical planning on an unprecedented scale. It the biggest civil engineering project in modern times—and it's getting bigger. Bechtel has managed the Jubail project, located in the Eastern Province of Saudi Arabia, since it began in the mid-1970s. Bechtel serves as the Management Services Contractor (MSC), or “owner’s representative” for our client, the Royal Commission (RC). We are the Engineering, Procurement, and Construction (EPC) managers, managing design submissions from local AE firms, and overseeing the actual construction work being performed by local contractors and sub-contractors in Jubail and Ras-Al-Khair Industrial Cities. In June 2021, Bechtel’s contract with the Royal Commission was renewed for another 5 years with work focusing on building new residential communities, iconic buildings/ bridges, major site preparation, commercial buildings, mosques, schools, hospitals, sports facilities, clinics, universities, utility services and infrastructure (electrical sub-stations, lift stations), roads and highways, port & pipeline expansions, and more.

Job Summary:

Jubail is one of Bechtel’s most remarkable achievements—a city built from the sand up, requiring vast resources and logistical planning on an unprecedented scale. It the biggest civil engineering project in modern times—and it's getting bigger. Bechtel has managed the Jubail project, located in the Eastern Province of Saudi Arabia, since it began in the mid-1970s. Saudi Arabian Bechtel Company (SABCO) serves as the Management Services Contractor (MSC), or “owner’s representative” for our client, the Royal Commission (RC). We are the Engineering, Procurement, and Construction (EPC) managers, managing design submissions from local AE firms, and overseeing the actual construction work being performed by local contractors and sub-contractors in Jubail and Ras-Al-Khair Industrial Cities. In June 2021, Bechtel’s contract with the Royal Commission was renewed for another 5 years with work focusing on building new residential communities, iconic buildings/ bridges, major site preparation, commercial buildings, mosques, schools, hospitals, sports facilities, clinics, universities, utility services and infrastructure (electrical sub-stations, lift stations), roads and highways, port & pipeline expansions, and more.

Major Responsibilities:

• Implementing processes and tools, providing system reports, maintaining and updating electronic information systems, distributing documents, and ensuring accuracy of all documentation.
• Performs QA/QC metadata after each document to make sure it is error-free, assign the transmittal packages to the correct Engineer Leads based on the distribution matrix for comments and review.
• Carry out day to day and final audits of Initial Acceptance as Built and Final Acceptance as Built in compliance to client’s standards.
• Maintained metrics to track all submittals and timelines, etc.
• Send out notifications of outgoing transmittals received and sent out to Project Management based on the distribution matrix.
• Ensure proper document classification, revision control, document status, deliverable dates and volume of documents received and sent.
• Co-ordination between other Consultants & Contractors for facilitating documents workflow and ensure documents status to be closed.
• Circulate documents for Review according to review process in a timely manner.
• Complete each task - process, transmit, and attach electronic files do hard copy filing.
• Assist in completing requests, searches queries as requested by project personnel.
• Assist in project close-out handover/archiving activities.
• Making sure that departments are following the correct procedures in the document flow process in accordance with the Policies and Procedures.
• Perform any other tasks assigned by the department manager.

Education and Experience Requirements:

• Essential Technical:
• Bachelor / Diploma holder or equivalent in Computer Science, Business, Office Management or any other related disciplines.
• Minimum 3 years’ experience in Document Control, Archiving or Office Management.
• Experience in Microsoft Suite: Word, Access, Excel, etc.
• Goof knowledge in Adobe Professional.
• Proficient typing and editing skills.

Essential Behavioral:

• Team player
• Good verbal & written communication skills (English).
• Proactive & can take Initiatives.
• Must be flexible working in multiple locations.
• Ability to work within a culturally diverse organization.

Required Knowledge and Skills:

Preferred Technical:

• Experience using Document Controls EDMS systems (for example, Aconex, Unifier)
• Knowledge of Document Control Processes.
• Knowledge in ISO 9001 & Implementation at work.
• Knowledge in QA & QC while handling documents.
• Knowledge in Archiving & Retrieving documents (Soft & Hard Copy).
• Knowledge in Preparing KPI reports.
• Experience in performing QA/QC checks of the information entered in DC database and audits of files.
• Knowledge of Redline markup drawings & as-built drawings.
• Knowledge of Geographic Information Systems (GIS) & Building Information Modeling (BIM).

Preferred Behavioral:

• Attention to detail.
• Able to work on his/her own.
• Willingness to cover change and to drive improvements within the business.
• Ambitious, agile and acted to teamwork and excellence.
• Ability to work to deadlines and under pressure.