Senior Document Control Specialist

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TRUDY G. BUSBY

Sr. Document Control Specialist/ ***********@*****.***/ 1-832-***-****

SUMMARY OF QUALIFICATIONS

● 10+ years’ professional background in Oil and Gas, Manufacturing, Production and Renewable Energy Projects

● Proficient in project documentation and record management using various electronic data management systems

● Ability to communicate effectively, managing competing priorities and proactively addressing challenges

● Dedicated to the company’s operational advancement, mission-critical outcomes and compliance culture

● Experienced working in fast-paced and challenging environments that demand strong organizational, technical, and people skills.

● Committed to accuracy, traceability, compliance, security and successful completion of project

● Self-motivated, maintains positive outlook, detail-oriented, and ability to work independently with strong desire to learn and be challenged. COMPUTER SYSTEMS/TOOLS

Microsoft Office, SharePoint, Outlook, Adobe, PDF Converter Pro, Bluebeam, Documentum, Procore, FusionLive, Aconex, EXPERIENCE

Integra – Houston, TX 04/2025 to present – Sr. Document Control Specialist

• Ensure control within EDMS of all incoming and outgoing documentation for proper coordination between internal departments, clients, vendors, subcontractors and other external stakeholders for successful project delivery.

• Ensure security, accuracy, traceability and compliance for the smooth flow of all documentation throughout the project review and approval lifecycles.

• Perform retrieval and review of all project documentation for correct document coding and nomenclatures, revisions, metadata, and version history prior to upload and transmission, including maintaining document registers and trackers and monitoring document review due dates and/or resubmittals, ensuring review deadlines and project milestones are timely met.

• Create and manage document libraries, repositories and folder structures within SharePoint and FTP sites, including assigning user access and permissions to project folders.

• Audit and organize records, performing daily maintenance of EDMS to make sure every revision is received and compliant, obsoletion of documents, creating reports to track all drawings and documentation, updating status on tracking logs and master registers.

• Daily interacting with engineers, disciplines, designers, vendors & other external parties, preparing reports if needed so all can make decisions with confidence, resolve discrepancies and prevent delays before they happen.

• Daily follow-up on all overdue documentation, including RFIs, NCR and MOCs.

• Perform project closeouts and handover, including archiving and retention.

• Provide EDMS training and support to internal and external users and vendors when needed to ensure adherence to engineering and project procedures.

• Update document control procedures, including reviewing SOP and work instructions as needed.

• Assist with critical issues concerning the project to help ensure quality and compliance, to help prevent costly errors and to help keep the teams aligned and informed.

• Generate weekly and monthly reports when requested.

• Close each day knowing every document is accurate, accounted for and secured with the system for the project to move forward smoothly. Worley – Metairie, LA 09/2023 – 11/2024 – Sr. Document Control Specialist

• Received and uploaded into the EDMS all incoming and outgoing documents and correspondence in support of the project.

• Reviewed all documentation for correct impact data, performed daily quality control checks to ensure operational processes align with contract and quality system procedures prior to upload and distribution.

• Created review workflow and sent out transmittal, tracked reviews due dates, generated late action reports and follow up on late action items, ensured review deadlines and project milestones were being met.

• Maintained and updated transmittal log, distribution matrix, and master document register daily.

• Performed weekly database maintenance for compliance, verifying correct document metadata, numbering, current revision, tracking document submissions, comments, versions control, approvals and followed up re-submittals and request for information.

• Daily interacting with engineers, discipliners, designers, vendors & other external parties, to ensure adherence to document control and project specific procedures for document submittals and addressing issues promptly so that all can make decisions with confidence, resolve discrepancies and prevent delays before they happen.

• Created, monitored and closed Bluebeam sessions for all internal disciplinary reviews upon request.

• Worked as a back up document controller on other projects as needed and performed general duties required for the smooth flow of the project.

2

ENGlobal – Houston, TX 06/2022 to 09/2023 – Lead Document Control Specialist

• Ensured proper coordination with internal departments, clients, subcontractors and external parties for the smooth flow of documentation to document control for upload and review within our EDMS, including creating workflows, sending transmittals, tracking document reviews and following up on past due action items.

• Created document control procedures and work instructions, updated SOPs, implemented EDMS, defined classifications and disciplines, developed templates, document coding and nomenclatures, submission and distribution processes. Ensured policies and procedures for documents naming, formats, issuance, review, recording, and archiving are being met and followed throughout the document lifecycle.

• Created, tracked and updated daily the master register and distribution matrices, assisted vendors and subcontractors with creating their supplier registers in addition to instructions on proper procedure for document submission and the review process.

• Created, monitored and closed Bluebeam sessions as requested for internal disciplinary reviews.

• Set up SharePoint folders, created document libraries and repositories, created project folder structure, assigned users, set access rights and permissions and sent out links to project team, including ensuring the use of the correct standardized forms and templates for project documentation.

• Prepared reports for and daily interacting with engineers, disciplines, designers, vendors etc. so all can make decisions with confidence, resolve discrepancies and prevent delays before they happen.

• Performed project closeouts and handover, including archiving and retention of electronic and hard copy documents.

• Assisted with critical issues concerning the project to help ensure quality and compliance, to help prevent costly errors and to help keep the teams aligned and informed.

Clough North America – Houston, TX 05/2020 – 06/2022 – Sr. Document Control Specialist

• Received, reviewed, and uploaded all incoming and outgoing vendor and technical documentation into EDMS

• Set up SharePoint folders and project folders assigning users and set-up access rights and permissions

• Monitored and managed EDMS to ensure the quality, consistency, and integrity of all technical and vendor documentation metadata entered

• Performed daily quality control checks to ensure operational processes aligned with contract and quality system procedures and performed audits as needed

• Created workflows, monitored document reviews and Bluebeam sessions

• Converted document and drawing format, uploaded, and published into EDMS for distribution into project workflows for internal review process

• Interfaced with Suppliers for timely submission and review of documentation

• Performed status tracking and expediting of all internal document reviews to meet planned dates and project schedule deadlines

• Performed daily database maintenance for accuracy and discrepancies, provided training and troubleshooting for the EDMS

• Coordinated receipt of vendor data books, reviewed for completion and submission of approval

• Received and processed ECRs, RFIs and NCRs.

• Compiled & assembled all project data in electronic and hardcopy format to initiate project handover and closeout

• Prepared documentation for archive and storage according to records retention procedures ConocoPhillips – Houston, TX 09/2017 to 03/2020 – Sr. Document Control Specialist

• Received, reviewed, and processed all documentation for upload into DMS

• Created workflow review cycle and squad check and monitored review cycle timeline and due dates

• Created transmittals and distributed documentation according to distribution matrix

• Maintained and monitored Master Document List daily for deadlines and sent notices and reminders weekly

• Maintained all hard copy and electronic files for project closeout and archiving

• Set-up and maintained SharePoint folders, document libraries, and engineering folders structures

• Continuously monitored and performed daily database maintenance to update users, access levels & permissions

• Provided instructions & training for personnel to ensure the timely flow of information between internal and external clients

• Revised project specific document control plans and project specific procedures as needed

• Processed and managed files for RFIs, ECRs, and MOCs.

• Perform administration functions including project reporting, meeting coordination, document/data management and action item tracking/follow-up.

EDUCATION

• Delta School of Business & Technology

• LaGrange Senior High School

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