Document and Data Mgmt Specialist II

Job Description

This position typically works on project activities but may perform as a project lead to plan and coordinate Project Document & Data Management (PDDM) project responsibilities including support of task force objectives and project milestones.  This role requires knowledge of PDDM procedures and relevant company policies.  This position will provide support for any role in Project Document & Data Management (PDDM) in an efficient manner while maintaining effective communication with Project Client, Engineering Subcontractors, internal taskforce members and field personnel.  This position would be expected to supervise intermediate level full work processes and will work with the process throughout with a team or independently; will learn or manage high level processes on a smaller to mega project to work within a team or independently.  This position could step in for an absent lead on a smaller to intermediate project.  This level could also be expected to lead a smaller project scope.  With their experience this level would be able to give input to local office processes.  

• Participate in project task force meetings

• Contribute to, promote, and ensure effective knowledge sharing behaviors in the use of Fluor’s knowledge management portals and communities

• Review work of others for accuracy and timeliness

• May direct the work activity and training of junior roles

• May report directly to task force engineering manager  

• Responsible for compliance dictated by client regarding maintenance of related documentation

• Other duties as assigned 

Basic Job Requirements

• Accredited four (4) year degree or global equivalent in applicable field of study and eight (8) years of work-related experience or a combination of education and directly related experience equal to twelve (12) years if non-degreed; some locations may have additional or different qualifications in order to comply with local requirements  

• Ability to communicate effectively with audiences that include but are not limited to management, coworkers, clients, vendors, contractors, and visitors  

• Job related technical knowledge necessary to complete the job  

• Ability to learn and apply knowledge of applicable local, state/province, and federal/national statutes and guidelines  

• Ability to attend to detail and work in a time-conscious and time-effective manner   

Other Job Requirements

*Must be able to provide proof of U.S. citizenship.

Task 1: Close‑Out Duties 

• Assist in completing final document verification by checking accuracy, status, and disposition of assigned records according to established project procedures.
• Support preparation of project close‑out packages by compiling required documents, updating trackers, and submitting materials for lead review.
• Generate standard close‑out reports using approved templates and ensure timely delivery to the project team.
• Contribute to final Job Book completion by providing document updates, corrections, and supporting data as directed by project leadership.
• Participate in close‑out meetings and provide status updates on assigned documentation tasks, escalating unresolved issues to the appropriate lead or manager. 

Task 2: Quality & Compliance

• Support AI‑enabled document preparation by applying established procedures and tools to help produce accurate and compliant BOEs, proposals, and turnover packages.
• Maintain accuracy of project documentation by performing electronic receipt, tracking, recording, and disposition of documents according to project requirements and established EDMS taxonomies.
• Participate in periodic quality checks by reviewing work for accuracy and timeliness and escalating issues to the appropriate lead or manager.
• Contribute to identifying process issues and recommend improvements consistent with project objectives; implement corrective steps as directed by project leadership.
• Follow established version‑control and traceability practices and provide input on process improvements through local subject‑matter experts.
• Support compliance with client documentation requirements and assist in preparing materials for audits under guidance from project leadership.

Task 3: Data Insights & Performance Management

• Generate and maintain required project reports and Key Performance Indicators (KPIs) as defined in project procedures.
• Identify data discrepancies or workflow delays through routine monitoring and communicate findings to the project lead for further action.
• Assist in collecting metrics related to productivity, cycle time, exceptions, and adoption using established reporting tools and formats.
• Provide observations and recommendations related to document flow, accuracy, and timeliness within the boundaries of project guidelines.
• Contribute to efforts to improve reporting quality and consistency by submitting suggested enhancements to templates and tracking tools through local subject‑matter experts.

Task 4: Process Optimization & Automation Support

• Support ongoing refinement of AI‑assisted workflows by documenting issues, providing user feedback, and performing moderately complex problem‑solving in accordance with established procedures.
• Participate in process improvement discussions and contribute ideas to enhance document flow and team efficiency, including small‑scope improvements within the project environment.
• Assist in drafting or updating SOPs, work instructions, and playbook content based on existing templates and direction from project leadership.
• Maintain awareness of process updates, help orient new team members, and provide instruction on approved tools or workflows when requested.
• Complete assigned tasks related to project documentation, quality checks, and workflow alignment across internal groups while escalating complex issues as needed.
• Organize and prioritize daily work assignments effectively to support project execution and deadlines.

Preferred Qualifications

• Project related experience in the engineering, procurement, fabrication, and construction (EPFC) industry

• Thorough, working knowledge of and experience with computers and specialized software programs such as electronic document management systems, relational databases, and internet based project collaboration systems

• Excellent interpersonal and communication skills, both written and verbal

• Leadership skills  

• Demonstrated problem solving and decision making skills

• Ability to read and follow written and verbal instructions

• Ability to adapt to change, to work under pressure and manage multiple tasks and priorities

• Excellent troubleshooting, problem resolution and decision making skills.

• Strong organizational skills, judgment and flexibility

• Knowledge of project management, understanding project baseline documentation, cost and schedule

• Ability to adapt to change, to work under pressure and manage multiple tasks and priorities

• Good knowledge of engineering, procurement and constructions documentation and nomenclature

• Experience related to working with engineering contractor partners, joint venture partners, etc.

• Strong knowledge and experience in understanding and interpreting Client specifications

• Ability to be responsible for internal and external customer document management activities

• Ability to interview new candidates for positions on their assigned project