What are the responsibilities and job description for the DOCUMENT CONTROLS SPECIALIST position at Allegiance Refining LLC?
Allegiance Refining, LLC operates by its three tenets:
Safety: We aim for everyone to go home safely every day and strive for an accident and incident-free workplace.
Stewardship: We are stewards of the assets we operate and are committed to being safe and environmentally responsible.
Service: We strive to provide first-class service to our customers.
We are currently hiring an experienced level Document Control Specialist to join our Team.
PURPOSE AND ROLE
The Document Controls Specialist is responsible for leading the implementation, governance, and continuous improvement of TSAR’s refinery-wide Document Management System (DMS) and Records Governance Program while supporting ongoing operational and regulatory compliance requirements.
This role serves as both a strategic program lead and hands-on document control specialist, ensuring that refinery documentation and records are accurate, traceable, accessible, and compliant with refinery, regulatory, and industry standards. This position recommends, develops, and implements improvements to improve refinery and terminal operations in a team environment with other refinery disciplines.
This role serves as both a strategic program lead and hands-on document control specialist, ensuring that refinery documentation and records are accurate, traceable, accessible, and compliant with refinery, regulatory, and industry standards. This position recommends, develops, and implements improvements to improve refinery and terminal operations in a team environment with other refinery disciplines.
JOB AND RESPONSIBILITIES
- Lead implementation and administration of a structured SharePoint-based DMS.
- Establish document taxonomy, metadata standards, templates, and workflows.
- Maintain revision-controlled procedures, policies, work instructions and training documentation.
- Coordinate and establish SOP review and revision programs across departments.
- Develop and maintain refinery-wide records retention practice.
- Lead migration of legacy files into controlled document environments.
- Support refinery OSHA, PSM, EPA, and refinery compliance documentation and ensure records comply with retention and legal requirements.
- Support insurance audits through creation of a centralized audit document index and participating in pre-audit readiness reviews.
- Control vendor and contractor documentation.
- Develop KPI reporting and governance dashboards for document lifecycles.
- Provide training and support for document control processes and systems as needed.
- Successfully implement and sustain the TSAR DMS and Records Governance Program.
- Ensure all controlled documents are current, approved, and accessible.
- Maintain accurate version control, metadata, and audit trails.
- Achieve SOP revision and Life-Critical procedure compliance targets by partnering with department leaders to close gaps.
- Support successful audits with zero delays attributable to document control.
- Drive successful migration/cleanup of legacy documents and continuous improvement in document control and governance practices.
- Deliver accurate KPI reporting and progress visibility to leadership.
- Protect the integrity, confidentiality, and accessibility of refinery records.
REQUIREMENTS
- 5-8 years of work-related experience.
- Associate or Bachelor’s degree preferred.
- Knowledge of industry standards and/or regulations such as OSHA, PSM, DOT/PHMSA, API) preferred.
- Ability to effectively use Excel, Word, PowerPoint applications; computer literate.
- Highly organized, detail oriented, self-motivated, analytical, and able to work with minimal supervision.
- Ability to communicate with all levels of the organization.
- Legally authorized to work in US, in compliance with the Federal Immigration Reform and Control Act
- Must have a valid State issued driver’s license.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
- While performing the duties of this job, the employee is:
- Regularly required to walk, sit, talk, hear, look at multiple computer screens for short and long periods of 8-12 hours and answer the phone.
- Occasionally required to stand; use hands to grasp, handle or feel, reach with hands and arms.
Allegiance Refining, LLC operates (The San Antonio Refinery “TSAR”) offers equal employment opportunity and treatment to
all qualified applicants regardless of race, color, religion, sex, national origin, or any other protected status.