Document Controls Manager - Amarillo, TX

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 Pro ...

Job 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

• 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.
• 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.
• 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.
• 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.