Document Controller, Sr.

Primary Purpose JOB DESCRIPTION

Responsible for developing and managing an Enterprise Document Management System (EDMS) for Tallgrass. The EDMS will house all drawings, specifications, and related documentation for projects and facilities in accordance with developed best practices for efficient and accurate retrieval. The EDMS will verify document receipt, utilize metadata to properly log them into project-specific databases, and distribute documents to other departments, shops, subcontractors, and other stakeholders as required with minimal manual intervention.

Responsibilities Essential Duties & Responsibilities:

- Work alone and coordinate, and eventually lead, a broader document control team in partnership with the Engineering and Project Execution teams, besides other key stakeholders.

- Establish a procedural framework for collecting the controlled documents, including developing and/or enhancing document control procedures and tools.

- Manage and enforce the collection, distribution and filing of controlled documents, including attention to document flow through the organization to validate correct processing and recording.

- Identify functional group needs for documentation management and incorporate into the EDMS.

- Conduct periodic “spot audits” or “over-the-shoulder-reviews” of functional groups’ document filing processes to ensure continuous improvement of the EDMS.

- Provide a system for 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.

- Assure 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.

- Ensure data and assets are secure, confidential, and protected from cyberattack.

- Provide training 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.

Qualifications

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

- Ten (10) 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.

Compensation

- The annual salary range for this position will be $70,000-$115,000/yr.

Other Responsibilities

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

About Us

Tallgrass was named one of the 2023 Top Workplaces USA and highlighted in Colorado's Top Workplaces for the past seven consecutive years. Tallgrass is a leading energy infrastructure company focused on safely, reliably, and sustainably delivering the energy and services that power our nation and enable our quality of life.

At Tallgrass, we value our teams and strive to create an environment where employees feel respected, and their contributions are valued. We aim to support employees' physical, mental, and financial well-being through a comprehensive Total Rewards Program.

- Industry competitive pay

- Health insurance package options that include Flexible Spending & Health Savings Accounts

- Infertility Coverage

- Parental Leave

- 401(k) with up to a 6% match that vests immediately plus an employer discretionary contribution of up to 4%

- Wellness Programs and Mental Health Resources

- Employer-paid life insurance, short-term disability, and long-term disability coverage

- Critical Illness & Accident Insurance

- Vacation, sick days, paid caregiver leave, volunteer and bereavement paid time off

- Identity theft protection

- Annual discretionary bonus

- Generous Tuition Reimbursement Program

- Company-paid holidays and floating holidays

- Company vehicle (if applicable)

- Employee discounts; vehicles, tires, cellular plans, and more

- Networking and employee engagement events

- Personal development to grow your career with us based on your strengths and interests

Application Deadline:

Recruiting timelines vary by position; however, all Tallgrass positions accept applications for at least five business days from the posting date. This position is open and still accepting applications.

Compensation

: Compensation ranges are provided in good faith based on what we anticipate when researching wages for this position at the state and national levels. We may ultimately pay more or less than the posted range. This salary range may also be modified in the future.

Notice to External Search Firms

: Tallgrass does not accept unsolicited resumes from search firms or employment agencies. Unsolicited referrals and resumes are considered Tallgrass property; therefore, Tallgrass will not pay a fee for any placement resulting from the receipt of an unsolicited referral. Approved vendors may be invited to refer talent for specific positions at Tallgrass's request only. A fully executed agreement with Tallgrass must be in place and current in these cases.

EEO Statement:

Tallgrass complies with all Equal Employment Opportunity (EEO) affirmative action laws and regulations. Tallgrass does not discriminate on the basis of age, race, religion, color, sex, national origin, marital status, genetic information, sexual orientation, gender Identity and expression, disability, veteran status, pregnancy status, or other status protected by law.