Document Controller (Finance)

PRIMARY PURPOSE:

Responsible for supporting and managing the Enterprise Document Management System (EDMS), Hexagon SDX, for Tallgrass. This position reports to the Manager–Project Engineering within the Tallgrass organization. Hexagon SDX serves as the central repository for all drawings, specifications, and related project and facility documentation, ensuring efficient organization, accurate retrieval, and compliance with established document control best practices. Responsibilities include executing and maintaining document workflows, verifying document receipt and accuracy, managing metadata and project-specific databases, and coordinating the distribution of documents to internal departments, shops, subcontractors, and other stakeholders with minimal manual intervention. 

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Independently execute document control activities while coordinating with the broader document control team in partnership with the Engineering and Project Execution teams, as well as other key stakeholders.
• Support the development and maintenance of a procedural framework for collecting the controlled documents, including developing and/or enhancing document control procedures and tools.
• Administer and maintain the collection, distribution and filing of controlled documents, including monitoring document flow through the organization to validate correct processing and recording.
• Gather and Document functional group needs for documentation management and configure or update workflows and structure within the EDMS accordingly.
• Conduct periodic “spot audits” or “over-the-shoulder-reviews” of functional groups’ document filing processes to verify compliance and identify improvement opportunities within the EDMS.
• Perform the assembling, consolidating, labeling, and filing all documents in the EDMS.
• Identify, maintain, and manage the data structure of required metadata to assure efficient retrieval of information and status reporting from all locations both internally and externally.
• Coordinate and Verify documentation is correctly transmitted between internal personnel, suppliers, sites, business units, and external partners.
• Provide electronic and/or paper copies of drawing and documentation logs as required.
• Assist Project Managers and Engineers in properly archiving and storing critical files.
• Prepare boxes and labels and arrange for storage space of hard copy documents if and when necessary.
• Maintain quality documents through routine validation, version control, and data integrity checks.
• Ensure data and assets are secure, confidential, and protected from cyberattack.
• Provide training and end-user support to achieve a unified approach to document control and to seek collaboration and cooperation of the functional groups.
• Deal with a wide variety of people with tact, courtesy and professionalism.
• Speak clearly, both in person and by telephone, using a high level of verbal skills and listen carefully.
• Maintain a regular, dependable attendance and a consistently high level of performance.
• Will work non-traditional hours as needed.
• Maintain a high regard for personal safety, for the safety of company assets and employees, and the general public.
• Other daily, weekly, monthly or special project duties as identified and defined.
• Other duties as assigned.

MINIMUM REQUIREMENTS:

EDUCATION:

• Post-secondary study resulting in a minimum of an associate degree.
• A minimum of five (5) years direct work experience in document control and administration may be considered as a substitute for a degree.

EXPERIENCE/SPECIFIC KNOWLEDGE:

• Five (5) years of experience in document control and administration.
• Intermediate proficiency level in MS Office applications that may include but are not limited to Excel, Word, Access, PowerPoint and Outlook.
• Extensive experience with Microsoft SharePoint and other Microsoft Office Suite applications.

CERTIFICATIONS, LICENSES & REGISTRATIONS:

• Must possess and maintain a valid driver’s license and a driving record satisfactory to the company and its insurers (for travel).

COMPETENCIES, SKILLS & ABILITIES:

• Exceptional written and verbal communication skills, including the ability to professionally resolve errors made by others in transmitting documentation.
• Administrative organizational skills with experience tracking and processing large quantities of documents.
• Demonstrated understanding of the importance of maintaining good, accurate documentation and document management, with particular emphasis on detail.
• Interpersonal skills and ability to deal with a variety of people.
• Ability to set priorities and organize work to meet deadlines.
• High degree of initiative and ability to manage own tasks and workload.
• Must be able to perform all essential and marginal functions of the job.
• Must be able to work with a team, take direction from management, adhere to required work schedules, focus attention on details, and follow work rules.
• Ability to successfully perform multiple tasks with strict deadlines.
• Ability to organize and prioritize daily work.
• Job level commensurate with experience and skill sets; position will be filled depending on qualifications, experience and skill sets of the successful candidate.

PHYSICAL DEMANDS:

All of the physical requirements listed below are those that may be necessary for an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Sitting; standing; walking or moving throughout facility; driving; talking; seeing (specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus); hearing; feeling; bending or stooping; squatting or crouching; reaching; kneeling; pushing; pulling; lifting up to 25 lbs.
• Minimal safety hazards; general office working conditions.
• Must be able to sit for prolonged periods of time.
• The employee is regularly required to use hands to type, touch, handle, or feel. The employee is required to talk and hear. The employee is frequently required to stand and reach with hands and arms. The employee is occasionally required to walk and climb or balance. The employee must regularly lift and /or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

WORKING CONDITIONS:

• Occasional overnight travel may be required.
• May be required to carry a cell phone and be available to respond during working and non-working hours.
• The successful candidate will be required to clear a drug screen and a complete background check, including a credit report for certain positions, after an offer has been extended and prior to being employed.

SUPERVISORY RESPONSIBILITY:

• None.

PREFERRED EDUCATION, EXPERIENCE, CERTIFICATIONS, COMPETENCIES, SKILLS, & ABILITIES:

Above the minimum requirements, not required but advantageous in this position:

• N/A.

OTHER RESPONSIBILITIES:

The above statements describe the general nature and level of work being performed. This position may perform other duties as assigned.