Document Control Specialist

Professional Summary

We are looking for a Document Controller to lead a major data migration initiative for a leading downstream energy firm at its refinery facility in Ferndale, WA. This strategic initiative involves the precise extraction, metadata validation, and batch-loading of approximately 10,000 files from a cloud-based LiveLink database into a cloud-based Falcon database. The successful candidate will act as a Subject Matter Expert in records management, ensuring the integrity of critical engineering drawings and documentation while maintaining strict adherence to corporate quality standards. This is a high-volume, precision-focused project that demands exceptional productivity, structured execution, and rigorous data accuracy.

Employment Details

• Location: Ferndale, WA (Initial on-site requirement for the first week to facilitate orientation and training; transitioning to a hybrid/remote structure thereafter).
• Hours & Availability: Scheduled within standard Pacific Standard Time (PST) business hours. All hours are subject to pre-approval.

Core Responsibilities

• Execute Data Migration: Manage the end-to-end transfer of approximately 10,000 files and associated metadata from LiveLink to the Falcon database framework.
• Validate Metadata: Cross-reference SAP R3 Document Info Records (DIR) to confirm drawing statuses (specifically verifying PV or CV status) and manually update metadata including revision numbers, status, and project/ECM numbers.
• Perform Batch Loading: Execute the batch loading of extracted files into the Falcon system in accordance with established technical procedures.
• System Integration: Access SAP S4 DIR to replace existing hyperlinks with updated CV DIR Falcon links, ensuring seamless system connectivity.
• Project Lifecycle Support: Support the project through design, construction, and final handover phases, monitoring engineering contractor document control activities and compliance.
• Quality Assurance: Manage the review cycle and quality control process for work packs, records, and procedures, ensuring all contractor Document Management Systems (DMS) comply with project requirements.
• Reporting & Governance: Provide weekly status updates to ensure alignment with project milestones and verify that all contractual deliverables are systematically collated and handed over.
• Access & Training: Provide secure, appropriate access to documents and records, and deliver training to personnel to ensure company-wide compliance with document management protocols.

Required Qualifications

• Education: High School Diploma or GED equivalent required.
• Experience: Five (5) or more years of professional experience within a corporate environment specializing in records management, including structured record storage, filing, systematic retrieval, and database auditing.
• Technical Proficiency: Advanced proficiency in the Microsoft Office Suite (specifically Word, Excel, and Outlook).
• Systems Experience: Proven experience utilizing electronic data management systems (EDMS) and enterprise document imaging platforms.

Preferred Qualifications

• Education: Bachelor’s degree or higher from an accredited institution.
• Enterprise Software: Proficient functional knowledge of SAP (specifically SAP R3 and SAP S4 architectures).
• Proprietary Systems: Prior experience utilizing LiveLink, Falcon, or related proprietary Electronic Document Control systems within an industrial or engineering context.
• Industry Experience: Oil and Gas experience preferred