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Document Systems Advisor (4277)

Company: ENGIE North America Inc.
Location: Santa Barbara
Posted on: November 19, 2021

Job Description:

Working collaboratively across multiple functional groups within the Renewables Business Unit for North America, the Document Systems Advisor will establish and administer the standard protocols, systems, and processes used to organize and categorize all documents generated throughout the full life cycle of each project.Building from the current document management and archiving practices, the Advisor will formalize a standard Project/Folder/Subfolder/File document management structure, work hands-on within to structure to organize and maintain all relevant project documents, routinely audit and enforce its application of the structure by others, and based upon stakeholder consensus routinely enhance the structure as required.This position is open to the Santa Barbara, CA, Chicago, IL and Houston, TX areas and will report directly to the Business Operations Director. Remote locations will be considered.What you'll do:Maintain the day-to-day organization, integrity, and upkeep of all project-related documents within a digital file management system (i.e., Citrix/Sharefile)Control use, access, and administrative rights of the digital file management systemStandardize and maintain strict control of document folder/subfolder/file hierarchy, and the file naming nomenclature to be used across the entire portfolio. Establish version controlling mechanisms that monitor and categorize document updates, check-out, and check-insEnsure accurate maintenance and control of file versions, prevent duplicate folders and files, and conduct routine audits to identify data integrity issuesFormally document and routinely communicate digital documentation protocols, standards, and "tricks & tips". Conduct training for new personnel and perform update training when portfolio-wide enhancements are implementedEstablish, maintain and control document integrity within Data Rooms used by both internal and external stakeholders associated with project financing and M&A initiatives.Apply appropriate redundancy and security protocols on consolidated document archives to proactively control data loss and version integrityExperience or capability of evaluating the Business Unit's current document management system(s), assessing alternative document platforms, preparing rationale and justification for shifting away from existing legacy systems, and deploying best-in-class alternatives.Routinely formulate cross-functional teams to conduct gap assessments of document management processes and tools, determine opportunities to improve these practices, and lead the execution of process improvement initiativesWork with ENGIE IT to troubleshoot syncing and access issues routinely encountered when using Citrix/SharefileEstablish protocols/rules and controls for structuring and organizing Microsoft Teams as a collaborative work site. Allow teams to formulate individual Teams "pop-up" channels or workspaces while eliminating redundant and obsolete Teams sites that create confusion and disorganizationQualificationsWhat you bring:

  • Bachelor's in Business Administration, Library/Information Science or in a related field, or Bachelor's degree equivalency with practical experience and knowledge of relevant technical systems;
  • Minimum of 7 years relevant experience
  • Minimum of 5 years of portfolio-wide document management experience
  • Significant experience managing and controlling digital document warehouses used to manage a portfolio of project documents
  • Past experience formulating and adapting standard document management and archiving hierarchical structures for multi-project document portfolios
  • Ability to establish controlling systems and mechanisms needed to ensure document version integrity while working collaboratively with multiple stakeholders that simultaneously require attention, some degree of flexibility, and support
  • Inordinately high level of work organizing skills and ability to track multiple tasks with varying levels of priorities that can quickly changeWhy ENGIE?ENGIE North America isn't just participating in the Zero-Carbon Transition, we're leading it! Join us as we develop energy that is more renewable, more efficient, and more accessible to everyone.Unite with us in leading the transformation of the world of energy! ENGIE is looking for talented and motivated individuals to create the future of energy and customer solutions. Join a rewarding and flexible work environment that encourages innovation and creativity to help customers meet their energy challenges today and in the future. Are you up for the challenge?At ENGIE, our goal is to support, promote, and thrive on diversity, equity, and inclusion. We do so for the benefit of our employees, customers, products and services, and community. So ENGIE is proud to be an equal opportunity workplace and is also an affirmative action employer. We are firmly committed to creating an equitable and inclusive environment for all employees.We are committed to providing employees with a work environment free of discrimination and harassment. All employment decisions at ENGIE are based on business needs, job requirements, and individual qualifications. ENGIE is committed to providing equal employment opportunity regardless of actual or perceived race, color, creed, religion, national origin, ancestry, citizenship, age, sex or gender (including pregnancy, childbirth, and related medical conditions), gender identity, or gender expression (including transgender status), sexual orientation, marital status, civil union, or domestic partnership status, military service or veteran status, physical or mental disability, protected medical condition, genetic information, or any other legally protected category (referred to as "protected characteristics") as defined by applicable federal, state or local law in the locations where we operate.If you need assistance with this application or a reasonable accommodation due to a disability, you may contact us at ENGIENA-ENGIEHR@engie.com . Please note: This email address is reserved for individuals with disabilities in need of assistance and is not a means of inquiry regarding positions or application status.Job: General management / Profit centersPrimary Location: North America-United States-California-Santa BarbaraOrganization: ENA RenewablesSchedule: Full-timeNature of Responsibility: Senior professionnal / Team leaderJob Posting: Oct 22, 2021, 8:21:44 PMJob Type: Permanent

Keywords: ENGIE North America Inc., Santa Barbara , Document Systems Advisor (4277), Other , Santa Barbara, California

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