Document Control Specialist

Title: Document Control Specialist / Records Management Analyst IV

Location: Duluth, MN

Duration: 1 year

Work Model: Hybrid (Mon, Tues, Thurs office / Weds, Fri home)

High Level Description:

The primary focus of this role is to provide drawing control support for internal and external stakeholders, this includes support services navigating and working in the drawing management system, managing access and control, and providing drawing management system training. The role will also ensure that process safety information - in the form of engineering drawings - is complete and easily accessible to all users of Liquid Pipelines (LP) drawings.

Specific Accountabilities:

• Resolve Broken Hybrid Drawings by identifying and correcting x‑reference issues within CAD files to ensure all drawing components are fully visible and functional within Meridian, restoring usability of drawings for engineering, operations, and project execution
• Update Outdated Renditions (PDFs) by regenerating and publishing current renditions aligned with the latest approved master drawings to ensure users are accessing accurate and up‑to‑date information within Meridian
• Clean Up Legacy Drawing Discrepancies by identifying and resolving inconsistencies between master drawings, renditions, and associated metadata to improve overall data integrity and user trust in the drawing management system
• Support As-built Consolidation and Publishing by coordinating the integration of approved as-built updates into master drawing records and ensuring final drawings are completed, published, and available in Meridian prior to project execution and turnover
• Coordinate and fulfill Drawing requests through the BIM JIRA request tool and Service request tool
• Coordinate Major Projects and Core Project SME reviews and perform Drawing Control reviews to ensure compliance with drawing system requirements
• Tracking Project review and turnover status during the lifecycle of the project through design, IFC, as-built reviews
• Provide guidance to internal and external users to create workspaces and project folders to support project drawing design, construction, as-built work

Scope/Dimensions:

• Under minimal supervision, routinely communicate with internal customers across all Canadian operating and project areas, as well as multiple external vendor and service providers to resolve customer service and work process issues
• Support the development and execution of drawing system database training for a diverse group of external users, including vendors and engineering and drafting service providers
• Support the development and execution of drawing system database training for a diverse group of internal drawing users, including project teams, engineering, operations, and maintenance personnel
• Assist in the review of, as well as monitor and report upon key performance indicators to drive consistency and continual improvement, and develop standard reports that support information requirements of drawing users
• Responsible for supporting the creation of work processes and procedures, written communications and training materials that allow users of process safety information – in the form of engineering drawings – to obtain that information in the quickest, and most efficient and self-service manner

Contacts (Working Relationships)

• Working closely with the Asset Information Management (AIM) team members for the purpose of day-to-day operational alignment, and coordination of initiatives
• Partner with Internal and external stakeholders, including project teams, engineering service providers, vendors, and drafting service providers, as well as engineering, operations, and maintenance teams throughout LP for the purpose of compliance to the Company drawing control procedures and specialized business support
• Support Facility and Pipeline Drawings team members, Process Safety Information (PSI) team members, Facility Records team members for the purpose of alignment and common AIM objectives

Required:

• Completion of an university degree or technical diploma, or relevant combination of technical training and drawing control experience.
• Two to four years of experience working in document or records management, preferably within either the engineering or construction industry
• Completion of education and/or post-secondary training in business analysis, records management, data analysis, or project management is required
• Ability to translate company process safety information requirements into systemized processes
• Advanced knowledge of organizational structures and industry standard document management work processes
• Strong customer service focus and organizational skills with ability to prioritize
• Excellent interpersonal, problem solving, and written and verbal communication skills
• Ability to work independently and proactively with minimal supervision
• Basic functional knowledge of drawing management systems
• Basic knowledge of EDMSLink, BIM-JIRA, MS Access, and Excel required

Preferred:

• Basic level drafting skills and some drafting experience
• Advanced knowledge of SharePoint 2013 and Bluebeam