Document Control Administrator

Professional Summary

We are seeking an accomplished Document Control Administrator to execute a critical, high-volume data migration project at its Ferndale, WA refining facility. The successful candidate will spearhead the systematic transfer of approximately 10,000 files and associated metadata from a legacy cloud-based LiveLink database to a cloud-based Falcon database. This role demands a high level of technical precision, data integrity, and productivity to ensure seamless business continuity and digital asset management.

Core Responsibilities

• Execute Data Migration: Oversee and execute the end-to-end transfer of approximately 10,000 document files and associated metadata from LiveLink to the Falcon database platform.
• Database Verification: Utilize SAP R3 to search Document Information Records (DIRs), confirming that specific Drawing Statuses (strictly limited to PV or CV status) are accurately reflected within Falcon and LiveLink.
• File Extraction Coordination: Liaise with the database extraction team to locate, retrieve, and consolidate all relevant drawing versions from designated storage environments.
• Batch Loading & Metadata Optimization: Perform batch loads of extracted files into the Falcon system and manually update critical metadata fields—including revision history, status, and project/ECM numbers—using SAP R3 as the authoritative reference.
• Hyperlink Integration: Access the SAP S4 environment to systematically update and replace existing hyperlinks with the newly generated Falcon CV DIR links.
• Contractor & Project Oversight: Monitor contractor document control activities, ensuring all contractual deliverables are verified, collated, and handed over in accordance with corporate specifications during design, construction, and final handover phases.
• Quality Assurance: Manage the review cycles for work packs, records, and procedures to guarantee data quality, compliance, and secure access for authorized personnel.
• Training & Onboarding: Provide technical guidance and training to personnel to ensure strict adherence to corporate document management standards.

Required Qualifications

• Education: High School Diploma or GED equivalent.
• Experience: Minimum of five (5) years of professional experience in a corporate or industrial environment specializing in records management, document imaging, filing, and retrieval systems.
• Technical Proficiency: Advanced proficiency in the Microsoft Office Suite (Word, Excel, Outlook) and extensive experience operating complex Electronic Document Management Systems (EDMS).
• Operational Capability: Demonstrated aptitude for executing high-volume data transfers with a strict focus on accuracy, quality control, and meeting weekly productivity benchmarks.

Preferred Qualifications

• Education: Bachelor’s degree or higher from an accredited institution.
• Enterprise Software Experience: Direct proficiency with SAP environments (SAP R3 and SAP S4).
• System Familiarity: Prior experience with proprietary Electronic Document Control systems, specifically LiveLink and Falcon database platforms.

Employment Details

• Location: Ferndale, WA.
• Work Structure: Hybrid. The position requires a mandatory on-site presence for the initial week to facilitate comprehensive orientation and procedural training. Upon successful training completion, the role may transition to a remote structure.