Bechtel—Records Lead (National Contract)

Job description

Description: Requisition ID: 298441 - Relocation Authorized: None - Telework Type: Full-Time Office/Project - Work Location: Gurugram Extraordinary teams building inspiring projects: Since 1898, we have helped customers complete more than 25,000 projects in 160 countries on all seven continents that have created jobs, grown economies, improved the resiliency of the world's infrastructure, increased access to energy, resources, and vital services, and made the world a safer, cleaner place. Differentiated by the quality of our people and our relentless drive to deliver the most successful outcomes, we align our capabilities to our customers' objectives to create a lasting positive impact. We serve the Infrastructure; Nuclear, Security & Environmental; Energy; Mining & Metals, and the Manufacturing and Technology markets. Our services span from initial planning and investment, through start-up and operations. Core to Bechtel is our Vision, Values and Commitments. They are what we believe, what customers can expect, and how we deliver. Learn more about our extraordinary teams building inspiring projects in our Impact Report. Bechtel’s India offices support the execution of projects and services around the world. Working seamlessly with Bechtel’s global business units, project sites, customers, and suppliers, our teams have delivered more than 125 projects since 1994. With offices in Gurgaon, Vadodara, and Chennai there are exciting career opportunities for candidates who are passionate about delivering projects that make a lasting, meaningful difference for people and communities around the world. Project Overview: The Lilly Houston Project is a major pharmaceutical manufacturing project. The project supports the development of a new Active Pharmaceutical Ingredient (API) manufacturing facility. Job Summary: Provides overall administrative to the project teams. Render actions in the areas of record management, document control, ensuring the requirements of Bechtel, its Clients, legal and local regulatory bodies are met. Major Responsibilities: - Develops, implements, and interprets project document management procedures which meet the requirements of Project, GBU business lines, project teams, clients, Bechtel and regulatory bodies. - Provides inputs to the set-up of EDMS systems for the project. Training of EDMS operation to the project personnel. - Preparation of staffing plan for Document Management Team. - Provides training and professional developments of the DMG personnel assigned to the project. - Providing input to the Document Distribution Matrix, after coordination with all disciplines of the project, and its implementation to the project. Coordination need to be done with the Home office Document Control Manager. - Develop and monitors project budgets for DMG support. Provides guidance and direction to the assigned potential Senior DMG personnel in developing work plan, monitor progress, and takes corrective actions as necessary. - Coordinates the Automation Plan for the project with all disciplines and project groups. - Conducts formal training session relating to the use of DMG procedures, BGU procedures, EDP/EDPIs related to document management, Bechtel policies etc. Arrange to maintain these training record for future use. - Provide training to the project personnel (other than DMG) on document management procedures, so that they follow the quality requirement on documents while sending the document to DMG for processing in EDMS and distribution to the project. - Develop and Monitor the quality of the document management activities on daily basis for each of the members of the document management team. - Keeping a record of quality audit details for each member of the documentation team. - Ensures effective administrative coordination between various Bechtel entities supporting the project, between home office DMG, Site office DMG, Client’s DMG team of the project, Suppliers and Sub-contractors etc. Resolves daily administrative problems. - Regular publishing of the MIS reports, as required or instructed by the project management team. - Participate in kick off meeting with Equipment Supplier / Sub-contractor, demonstrating the documentation requirement for the Bechtel’s projects. - Provide direction to the project team on record management activities to satisfy the regulatory and legal requirements and to furnish complete historical records of project operation. - Monitor work of subordinates, prepare and conduct performance review, and hold counselling session as required. Provide inputs to ranking. Advise the areas of opportunities, and praise for the good works as well. - Input provides in the preparation of project close-out procedures and document handover plan to Client. - Follow Bechtel Ethics, implementation of Bechtel Covenants in the project, along with Quality and ES&H initiatives. Coordination with Project Team / Job Dimension: - May report to Project Engineering Manager or Project Automation Manager or designee. - Supervision includes training, and evaluation of employee assigned. - Project Management, Clients, Field Personnel, Suppliers / Subcontractors, and Regulatory agencies. Education and Experience Requirements: Education: - Post-Graduation / Graduation in any discipline. Experience - More than 15 yrs. of working experience in Document Management. Experience in EPC industry is essential. - Experience in using standard Electronic Document Management System (EDMS) and SaaS application (Aconex) to register, control, distribute, transmit and archive project records. Plans, controls, and carries out records management and administrative activities for the project for one or more key result areas, e.g., document control, communications control, file administration, or client administrative support. - Participated in Set-up of EDMS for the new project. - Proven capability of processing a high volume of supplier and/or project documentation. - Develop and support the implementation of the records retention and turnover plans. - Work in team environment and provide training on Work process and tools. Pre-requisites: - Proficiency in using Aconex, Docfinity, MS-Excel, MS Access or any other Database Management Software is a pre-requisite. Work experience in Aconex or any other Document Management Solution is essential. Proficiency in MS Office is also essential. Couple of projects delivered as sub-lead role in document management team. Required Knowledge and Skills: Job Knowledge: - Proficiency and Experience in project administration, including procedural work, client interface, record management. - Knowledge of budgeting, cost monitoring, and development of work processes - Knowledge of Bechtel, Industry, and regulatory standards for record keeping - Experience in Training and supervision of team personnel - Good Knowledge over Quality Assurance requirements, ISO Audit or Equivalent Body. - Working knowledge of computer programs for record tracking, storage, archival and retention. - Understanding of computer programs and requirements of all disciplines / groups assigned to the project. Knowledge on the output (generated documents) of these programs. - Knowledge of Bechtel’s organization structure, function, policies and procedures Other Requirements: - Excellent communication skills (oral and written) - Able to coordinate with Client organization independently - Strong aptitude for automation and eager to learn - Strong analytical skills to identify problems and work with Global Team / Vendor to determine, develop and implement solutions - Good interpersonal skills to provide daily user support. - Ability to prioritize and flexibility to multi-task in a fluid environment - Ability to work independently with minimal supervision in challenging, dynamic work environment Total Rewards/Benefits: For decades, Bechtel has worked to inspire the next generation of employees and beyond! Because our teams face some of the world's toughest challenges, we offer robust benefits to ensure our people thrive. Whether it is advancing careers, delivering programs to enhance our culture, or providing time to recharge, Bechtel has the benefits to build a legacy of sustainable growth. Learn more at Bechtel Total Rewards Diverse teams build the extraordinary: As a global company, Bechtel has long been home to a vibrant multitude of nationalities, cultures, ethnicities, and life experiences. This diversity has made us a more trusted partner, more effective problem solvers and innovators, and a more attractive destination for leading talent. We are committed to being a company where every colleague feels that they belong-where colleagues feel part of "One Team," respected and rewarded for what they bring, supported in pursuing their goals, invested in our values and purpose, and treated equitably. Click here to learn more about the people who power our legacy. Bechtel is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity and expression, age, national origin, disability, citizenship status (except as authorized by law), protected veteran status, genetic information, and any other characteristic protected by federal, state or local law. Applicants with a disability, who require a reasonable accommodation for any part of the application or hiring process, may e-mail their request to acesstmt@bechtel.com Skills: document management, electronic document management system, aconex, project administration, records retention planning, quality assurance, iso audit, ms excel, ms access, training delivery, team supervision, performance management, budget monitoring, cost control, process improvement, stakeholder coordination, client interface, supplier management, subcontractor management, regulatory compliance, automation planning, mis reporting, document distribution, work plan development