Document Control Records Analyst
About the position
Determined, imaginative, curious—if these are some of the ways you describe yourself, we want to learn more about you! At TC Energy, we are proud to connect the world to the energy it needs. Guided by our values of safety in every step, personal accountability, one team and active learning, we deliver the critical energy that North America and the world rely on while balancing reliability, affordability and sustainability. The Opportunity The Document Controller role is responsible for providing document management support to the project team. This role typically administers the project SharePoint site, ensures project documents and records are properly named and stored, and displaced to the system of record through project closeout.
Responsibilities
• Develop, maintain and execute Information Management Plan
• Partner with the U.S. SharePoint Administrator to develop project-specific SharePoint site, as well as identify and establish security and access to information, as per the work scope of the project execution plan, for participating contractors and internal service groups
• Review the Contractor Document Control Requirements and revise to reflect the project’s contract(s).
• Develop transmittal log, distribution matrix and master document register, as required
• Management of setup, monitoring and coordination of field document processes
• Set up document repositories, metadata and access permissions for project documents/records
• Track document submissions, revisions, approvals and distribution
• Management of document naming and numbering in accordance with requirements
• Control sensitive and restricted information, including regulated information
• Distribute documents in accordance with the document distribution matrix
• Use the master document register to track information deliverables and monitor for missing information
• File information in accordance with the document control and records management requirements
• Track receipt of records and report the status of records (i.e., received, not received) to Management
• Work with the Project Manager, Engineer, Field Clerks and/or Contractors to resolve discrepancies between the master document register, the deliverable lists and what has been received
• Partner with the Retention Specialist to prepare folders and boxes of hardcopy records in accordance with TC Energy’s Information Management Policy
• Support Project Turnover Memorandum process
• Remove electronic transitory information where applicable
• Responsible for all documentation related project closeout activities for the project
• Support and maintain records in project deliverable tracking tools, as required
• Other project tasks as required
Requirements
• High School / GED
• 5+ years of relevant work experience in oil and gas
• Previous experience in document management, project management, or a related field
• Proficiency in document management software and systems such as SharePoint and OpenText are essential
• Strong communications skills, both written and verbal
• Attention to detail is necessary for ensuring accuracy and compliance in document management
• Good knowledge of departmental function, terminology and interrelationships
• Good understanding of policies and procedures that apply to assignments
• Exhibits sound judgment and demonstrates a strong work ethic
• Follows instructions, responds to management direction and understands accountability
• Must balance deadlines and multiple competing priorities; sets goals and objectives
Nice-to-haves
• Degree / technical diploma
• EDMS experience
Apply tot his job
Apply To this Job
Determined, imaginative, curious—if these are some of the ways you describe yourself, we want to learn more about you! At TC Energy, we are proud to connect the world to the energy it needs. Guided by our values of safety in every step, personal accountability, one team and active learning, we deliver the critical energy that North America and the world rely on while balancing reliability, affordability and sustainability. The Opportunity The Document Controller role is responsible for providing document management support to the project team. This role typically administers the project SharePoint site, ensures project documents and records are properly named and stored, and displaced to the system of record through project closeout.
Responsibilities
• Develop, maintain and execute Information Management Plan
• Partner with the U.S. SharePoint Administrator to develop project-specific SharePoint site, as well as identify and establish security and access to information, as per the work scope of the project execution plan, for participating contractors and internal service groups
• Review the Contractor Document Control Requirements and revise to reflect the project’s contract(s).
• Develop transmittal log, distribution matrix and master document register, as required
• Management of setup, monitoring and coordination of field document processes
• Set up document repositories, metadata and access permissions for project documents/records
• Track document submissions, revisions, approvals and distribution
• Management of document naming and numbering in accordance with requirements
• Control sensitive and restricted information, including regulated information
• Distribute documents in accordance with the document distribution matrix
• Use the master document register to track information deliverables and monitor for missing information
• File information in accordance with the document control and records management requirements
• Track receipt of records and report the status of records (i.e., received, not received) to Management
• Work with the Project Manager, Engineer, Field Clerks and/or Contractors to resolve discrepancies between the master document register, the deliverable lists and what has been received
• Partner with the Retention Specialist to prepare folders and boxes of hardcopy records in accordance with TC Energy’s Information Management Policy
• Support Project Turnover Memorandum process
• Remove electronic transitory information where applicable
• Responsible for all documentation related project closeout activities for the project
• Support and maintain records in project deliverable tracking tools, as required
• Other project tasks as required
Requirements
• High School / GED
• 5+ years of relevant work experience in oil and gas
• Previous experience in document management, project management, or a related field
• Proficiency in document management software and systems such as SharePoint and OpenText are essential
• Strong communications skills, both written and verbal
• Attention to detail is necessary for ensuring accuracy and compliance in document management
• Good knowledge of departmental function, terminology and interrelationships
• Good understanding of policies and procedures that apply to assignments
• Exhibits sound judgment and demonstrates a strong work ethic
• Follows instructions, responds to management direction and understands accountability
• Must balance deadlines and multiple competing priorities; sets goals and objectives
Nice-to-haves
• Degree / technical diploma
• EDMS experience
Apply tot his job
Apply To this Job