Document Management Specialist (Onsite)
7+ Years of Experience
Responsible for maintenance and administration of the operating plant’s Process Safety Information. This includes managing/updating controlled documents in the Process Management File per the site document control procedure, maintaining the Master Document List, and coordinating document reviews per the review schedule.
Responsible for managing / tracking operating plant Management of Change. This includes logging changes, managing technician training/acknowledgement of changes, tracking/filing documentation updates (including drafting requests), managing/scheduling final MOC review meetings, and managing closure of changes.

Responsible for supporting plant personnel in preparation for compliance audits/PHAs, supporting documentation requests during audits/PHAs, and entering recommendations into tracking software.

• Maintain controlled documents for area of responsibility
• Understand and ensure compliance with the site document control procedure
• Maintain Master Document List (MDL) and manage documentation reviews per the MDL, including annual SOP certification and Section 1 approval
• Maintain Process Management File (PMF) to ensure accuracy, filing new equipment information, and removal of obsolete information.
• Maintain equipment information in external databases, where applicable (relief devices, etc.)
• Maintain printed / controlled copies of EFDs, Drawings, and Emergency Procedures
• Coordinate Management of Change activities for the operating plant
• Maintain Management of Change Log
• Track Change Request progress through workflow and publish periodic reports of MOC status
• Manage personnel training / acknowledgement processes for Change Requests
• Compose and track drafting requests for EFDs, Loop Diagrams, etc.
• Update documentation in PMF per Change Requests
• Track document update completion for Change Requests with monthly reports
• Manage final Management of Change review meetings, gather approvals, and issue reports.
• Actively participate in plant compliance audits and PHAs
• Work with area personnel to prepare for audits and provide support during audits
• Provide administrative support in preparation for PHAs
• Support management of tracking systems for plant audit and PHA recommendations and issue monthly reports to leadership.
• Crosstrain on other Document Management Specialist roles to allow for serving as backup during vacations / absences

Working relations:

• Plant Manager
• Production Technicians, Operations Specialists, Training Specialist,
• Area Safety Coordinators
• Production/Process Engineers and Maintenance, (Mechanical and E&I)
• Engineers
• Other Document Management Specialists across the site

Required Qualifications:

• Previous process safety documentation management experience in manufacturing, engineering or related field preferred but not required. Ability to work as an individual contributor and as part of a diverse team composed of fellow engineers, operations personnel, maintenance personnel and leadership; Strong communications skills, both oral and written; Strong decision-making and problem-solving skills; Challenges status-quo to achieve better results for the business Ability to work on and balance multiple assignments and priorities; Must be able to perform work in a manufacturing plant environment, including ascending/descending stairs and ladders; Computer proficiency in Windows based programs (Word, Excel, PowerPoint, Outlook)

TB_P

• Maintain controlled documents for area of responsibility
• Understand and ensure compliance with the site document control procedure
• Maintain Master Document List (MDL) and manage documentation reviews per the MDL, including annual SOP certification and Section 1 approval
• Maintain Process Management File (PMF) to ensure accuracy, filing new equipment information, and removal of obsolete information.
• Maintain equipment information in external databases, where applicable (relief devices, etc.)
• Maintain printed / controlled copies of EFDs, Drawings, and Emergency Procedures
• Coordinate Management of Change activities for the operating plant
• Maintain Management of Change Log
• Track Change Request progress through workflow and publish periodic reports of MOC status
• Manage personnel training / acknowledgement processes for Change Requests
• Compose and track drafting requests for EFDs, Loop Diagrams, etc.
• Update documentation in PMF per Change Requests
• Track document update completion for Change Requests with monthly reports
• Manage final Management of Change review meetings, gather approvals, and issue reports.
• Actively participate in plant compliance audits and PHAs
• Work with area personnel to prepare for audits and provide support during audits
• Provide administrative support in preparation for PHAs
• Support management of tracking systems for plant audit and PHA recommendations and issue monthly reports to leadership.
• Crosstrain on other Document Management Specialist roles to allow for serving as backup during vacations / absence