Document Controls Manager (Oracle Aconex) at Fermi LLC

Amarillo, Texas, United States -

Full Time

Start Date

Immediate

Expiry Date

20 May, 26

Salary

0.0

Posted On

19 Feb, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Oracle Aconex, Document Control, System Ownership, Workflow Design, RFI Management, Work Packages, Security Control, Contractor Management, Change Control, Compliance, Quality Gates, Training, Configuration Management, Stakeholder Management, Data Quality, KPI Ownership

Industry

Renewable Energy Power Generation

Description

Description Document Controls Manager (Oracle Aconex) Role Summary We are seeking a Document Controls Manager to stand up and lead our enterprise document management environment—centered on Oracle Aconex—to support the Fermi Business model and the Matador Project. This role will design, deploy, and govern a partially greenfield/ground-up document control framework, integrating multiple contractor document streams, corporate records, and regulated nuclear documentation. The successful candidate will configure Aconex for transmittals, workflows, metadata, security/permissions, RFI management, and work package utilization; establish compliance with nuclear quality requirements; and ensure reliable, audit-ready records throughout design, construction, commissioning, and turnover. Key Responsibilities A. Aconex Setup & System Ownership Greenfield/Partial Greenfield Setup: Build the Aconex program structure(s) for enterprise and project needs (folders, registers, mail types, numbering schemes, metadata, roles, permissions groups, distribution rules, and project mailboxes). Taxonomy & Metadata: Define controlled vocabularies, tags, attribute sets, and document numbering standards to support searchability, reporting, and downstream handover/as-built requirements. Workflow Design: Configure and maintain review/approval workflows for engineering documents, procedures, vendor data, submittals, RFIs, redlines, and NCR/CAPA records. RFI Process in Aconex: Create standardized RFI templates, routing, SLAs, codification, and reporting dashboards; ensure linkage with related drawings/specs, change requests, and meeting minutes. Work Packages: Enable and manage Engineering/Installation Work Packages (EWPs/IWPs): content structure, version control, holds/releases, field updates, and closure evidence. Integrations: Coordinate integrations (where applicable) with scheduling (e.g., Primavera P6), cost, BIM/CAD, and ERP for a unified data ecosystem. Security & Access Control: Implement least-privilege access; administer roles for corporate teams, EPCs, subcontractors, and authorities; monitor permission drift; conduct periodic access reviews. B. Multi-Party Document Control & Governance Contractor Management: Onboard contractors and vendors; issue transmittal and submittal protocols; define naming conventions; enforce turnaround times and quality gates. Corporate Records: Govern corporate document sets (policies, procedures, templates, standards) and ensure alignment with the Fermi Business model. Change Control: Facilitate document impacts from engineering changes (ECNs/FCNs/DCRs); maintain traceability to drawings, specs, RFIs, and commissioning packages. Compliance & Audits: Maintain readiness for internal and external audits; produce objective evidence; manage records retention and disposition schedules. C. Standards, Compliance & Quality Quality Gates: Define completeness checks (metadata, signature/approval, revision status, watermarking, PDF/A archival where needed); maintain checklists and workflow SLAs. CAP/NCR: Control documentation for Corrective Action Program (CAP), Non-Conformance Reports (NCRs), and Lessons Learned; ensure linkage to root-cause analyses and closure artifacts. Cyber & Export Controls: Coordinate with IT/InfoSec on data classification, export control considerations, and secure external collaboration. D. Training & Continuous Improvement Training & Support: Develop quick reference guides (QRGs), SOPs, and training curricula; deliver onboarding and ongoing training for internal staff and contractors. Continuous Improvement: Run periodic health checks, metadata hygiene campaigns, and process optimization; implement feedback loops with Engineering, Construction, Commissioning, and QA. Turnover & Handover: Plan and manage final turnover dossiers (DABs) for operations/maintenance; verify completeness, indexing, and digital deliverable standards. Core Competencies Systems Thinking & Configuration Management Governance & Compliance Mindset Stakeholder Management & Contractor Enablement Process Design & Documentation Data Quality & Traceability Clear Communication & Training Delivery Analytical Reporting & KPI Ownership Requirements Required Qualifications Education: Bachelor’s degree in Engineering, Construction Management, Information Management, or related field; equivalent experience. Experience: 7+ years in Document Control/Information Management on capital projects, with 3+ years administering Oracle Aconex (program setup, workflows, transmittals, mail, RFIs, roles/permissions, reporting). Demonstrated experience managing multi-contractor environments and regulated documentation (preferably nuclear, utility, or other high-assurance sectors). Experience with work packages (EWPs/IWPs), field redlines, and as-built/turnover documentation. Standards & Compliance: Familiarity with ASME NQA-1, 10 CFR 50 App B (or comparable quality frameworks), records retention, controlled copies, and audit practices. Tools: Strong proficiency in Oracle Aconex (Admin), MS 365 (SharePoint/Teams), PDF tools (e.g., Bluebeam/Adobe), and reporting/BI tools (e.g., Power BI). Preferred Qualifications Prior leadership standing up a greenfield DMS for an owner/operator. Knowledge of records digitization standards (e.g., PDF/A, OCR) and metadata governance.

Responsibilities

This role involves standing up and leading the enterprise document management environment centered on Oracle Aconex to support the Fermi Business model and Matador Project. Key duties include designing, deploying, and governing a document control framework, configuring Aconex features, establishing compliance with nuclear quality requirements, and ensuring audit-ready records.