Document Management Specialist

Pacific Northern Gas Ltd. (PNG) owns and operates a natural gas transmission and distribution system in west-central British Columbia and through our subsidiary Pacific Northern Gas (N.E.) Ltd. PNG also owns and operates natural gas distribution systems and a gas processing plant in the province’s northeast. This includes approximately 3,000 km of distribution mains and services pipelines and 1,200 km of transmission pipelines.

PNG has been operating in northern British Columbia since 1968 and provides gas service to approximately 42,000 residential, commercial and industrial customers in more than 20 communities across northwestern and northeastern British Columbia. We are a wholly owned subsidiary of TriSummit Utilities Inc.

Reporting to the Manager, Procurement, Contracts & Facilities, the Document Management Specialist is responsible for the overall success of assigned documents through the entire document life cycle, supporting both capital project and day-to-day operations within PNG. This includes managing performing and designing the processes for issuing, reproduction, filing and long-term retention of documents across Pacific Northern Gas Ltd. (PNG).

Base Salary: $80,000 - $90,000

Duties & Responsibilities:

• Responsible for setting up all aspects and managing the document control process across PNG, from start up through final closeout and into ongoing operational records management.
• Develop the document control and records management policies, procedures and responsibilities for projects and operations, and ensure these are executed and followed appropriately.
• Establish work processes for contract and vendor management submittals, document standards and numbering, engineering and contractor submittal of design/engineering drawings and correspondence control.
• First point of contact for all document processes across projects and operations.
• Responsible for the set-up, functioning and operation of PNG’s corporate and project document control system – SharePoint.
• Understand and have experience setting up metadata within SharePoint, determining capture points in accordance with procedures and requirements for metadata reporting/auditing, with a keen eye on simplifying future searching and retrieving capabilities.
• Communicate metadata requirements for all documentation with originating parties.
• Develop and implement the tools and systems to maintain and archive all PNG operational and project records.
• Define share points for document transfer between PNG and external parties such as engineering contractors, vendors, and consultants.
• Ensure all controlled documentation and drawings are numbered, revised, filed and archived.
• Define standards for archiving native files.
• Establish and maintain a document distribution matrix for use in document communication via transmittal or email.
• Ensure compliance with company standards for documents and drawing numbering.
• Collaborate with cross-functional stakeholders across the company to define and manage standards for drawings, document turn-over, PO filling, records governance and archiving.

Support

• Provide training and support to all document control users across PNG regarding document control practices. This may extend to external users such as vendors, contractors, consultants and other third parties.
• Identifying ways to continuously improve processes for the team.
• Maintaining confidentiality of all project documentation.
• Assist Teams with creating and developing reports in DMS systems.

Documentation

• Assign project document numbers as required per procedures.
• Maintain database and filing structure for projects and operational records and update internal systems ensuring records are well maintained and up to date.
• Manage the filling structure and controlled records for contracts, purchase orders, vendor files, facilities, and asset documentation.
• Oversee the access rights, receipt, control and distribution of all controlled documents.
• Develop and maintain document retention requirements and PNG’s records retention schedule, aligned with regulatory, legal, and audit obligations. Support legal holds and audit requests.
• Ensure historical digitization is managed in a searchable structure consistent with controlled asset files.
• Generate document control templates and transmittals.

Experience & Qualifications

• 8+ years document management experience in a utility, Oil and Gas (EPC or Operating company), or other regulated industry.
• Post-secondary education University or College Degree in Business or Certificate in records and archives management or related field, preferred.
• Experience in using an electronic document management system, SharePoint.
• Experience with records management principals, retention scheduling, and digitization or migration of legacy records, preferred.
• Ability to accurately and efficiently setup, create and maintain documentation metadata.
• Ability to interpret and implement process, procedures, workflows and standards.
• Excellent written and verbal communication skills.
• Strong attention to detail.
• Excellent organizational skills.
• Ability to multi-task and meet deadlines in a fast-paced environment.
• Ability and flexibility to quickly learn other software tools as required.
• Proven communication/interpersonal skills to build relationships with the immediate and remote team members.
• Previous experience in processing both design and vendor documentation highly desirable.
• Ability to document work tasks (work instructions).

Other Considerations / Additional Information:

Position location is flexible, within PNG’s service territory. Possible travel throughout PNG’s service territory.

Pacific Northern Gas and TSU strives to cultivate a workplace in which everyone feels welcomed and encouraged to bring their whole selves to work. Everyone wants to work where they feel a sense of belonging, where they are valued for their differences and are encouraged to participate and contribute openly. We recognize the importance of both inclusion and diversity, and we are committed to advance our culture to ensure diversity of thought.

While we appreciate all applications, we advise that only the candidates selected to participate in the recruitment process will be contacted. If you are a candidate with a disability and need an accommodation to complete the application process, please email us at [email protected]. Include your full name, the best way to reach you, and the accommodation needed to assist you with the application process.

We thank all applicants for their interest in our organization, but only those candidates selected for interviews will be contacted.