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Documentation Specialist Admin I

South San Francisco, CA 94080

Posted: 03/01/2023 Employment Type: Contract Job Number: 546946 Is job remote?: No Country: United States

Job Description


About the Department:

This role supports the Facilities Systems and Plant Engineering (FSPE) department. FSPE's purpose is to collect and harness facilities and building automation data to ensure the reliability of the campus equipment, manage their maintenance programs, and augment the plant engineering and energy & water programs. This role specifically will support the Records Management team which provides timely and efficient life-cycle management of physical and electronic records in support of our Right to Operate and our continual dedication to our customers and stakeholders. The role will focus primarily on engineering records that are either requested by internal and external customers as well as review documents, records, and information submitted by our Design and Construction colleagues.

About the role:

Documentation Specialists services will include, but is not limited to, the following:
  • Ensure activities are in compliance with Internal Procedures, Engineering Standards, and
  • Corporate Records Document Management (COREMAP)
  • Collaborate with Project Teams during project to establish record deliverables
  • Provide drawing, document and equipment tag numbers
  • Provide native files of existing drawings to customers
  • Fulfill printing and scanning requests
  • Ensure large format printers are operational
  • Ensure hard copy and electronic copies of Turn Over Packages (TOPs) are identical for GMP Projects
  • Ensure e-copy TOPs meet standard for non GMP projects
  • Ensures drawing list in TOP sent to Drafting Order and database is updated
  • Upload documents into repositories
  • Archive paper documentation to offsite archive location
  • Provide training to contract project management on Records Management policies and procedures
  • Respond to requests from regulatory agencies
  • Assume Coordinator Role in Electronic Document Management System (EDMS) for lifecycle workflow administration
  • Manage change management per the EDMS document lifecycle (e.g., managing approval, periodic review and withdrawal of documents)
  • Maintain electronic access to documents published in EDMS Portal via the local Site Virtual Book
  • Manage EDMS account requests and EDMS role based training

Attributes of an ideal candidate:
  • 0-2 years experience related to engineering, design and construction, or related field
  • Detail oriented
  • Proficiency with technology, electronic organization or information, database searches, and various file types (pdf, word, excel)
  • Organized and ability to effectively multi-task
  • Vocal, not afraid to speak up

Pay Rate Range: $20-30/hr. Salary will be commensurate with experience 
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