About the Role
This role sits inside a document control team supporting two active project teams within a US gas pipeline program. Day to day, the analyst manages the full document lifecycle across those two teams, filing, archiving, and enforcing project-specific naming and numbering conventions, while serving as the handoff point between internal teams and external contractors in the field. Two site visits per year (compressor stations, measurement and regulation stations, or pipeline right-of way locations in WV, OH, PA, and potentially KY) are part of the role. The current system of record is SharePoint, and the team transitions to Hexagon SDX beginning early 2027.
The ideal candidate brings at least 2 years of professional experience in an administrative, records, or document management context, though deep capital-project or energy-sector background is not required. What matters most to the hiring manager is a self-driven, low-friction working style and strong communication skills across a mix of internal team members, field clerks, and external contractors. This is a trainable seat; attitude and self-direction are weighted above technical depth.
Key Responsibilities
1. Manage the document lifecycle for two active project teams, covering filing, archiving, and version control in SharePoint
2. Enforce project-specific naming and numbering conventions in line with the program's internally maintained Information Management Plan, which is reviewed annually and varies by project type
3. Coordinate document handoffs between internal project teams (project managers, project coordinators) and external contractors, routing source documentation received from field clerks
4. Conduct a minimum of two site visits per year to field locations (compressor stations, measurement and regulation stations, and pipeline right-of-way sites) to meet with field clerks and build direct familiarity with field-generated records such as bolt-torque documentation
5. Support the team's transition from SharePoint to Hexagon SDX beginning early 2027, receiving training alongside the broader team
6. Maintain accuracy and consistency across a high volume of detail-oriented compliance documents with minimal supervision
7. Communicate proactively with project managers and coordinators on each supported team to flag documentation gaps or handoff issues early
Required Skills & Experience- 2 or more years of professional work experience in an administrative, records, or document management-adjacent function; this is not an entry-level hire
- Post-secondary education
- Strong written and verbal communication skills sufficient for daily coordination across internal teams, field clerks, and external contractors
- Self-driven, non-confrontational, collaborative working style; the hiring manager cites this as the single most important factor for success in this seat
- Availability for a hybrid schedule: 3 days onsite in Charleston, WV and 2 days remote (remote days are optional to work onsite if preferred)
- Willingness and ability to travel approximately 10% of the time, including occasional overnight stays to sites in WV, OH, PA, and potentially KY
- Ability to supply personal PPE for site visits: steel-toed boots, safety glasses, hard hat, and ear plugs
- Local to or within reasonable commuting distance of Charleston, WV
- Native or bilingual English proficiency
- Eligible to work in the United States (W2 or 1099)
- Available to start the week of August 17, 2026 (approximately one week of flexibility)
Preferred Skills- SharePoint familiarity or broader Microsoft platform experience
- EDMS experience on Hexagon SDX, Documentum, or a comparable platform; this is a genuine differentiator given the team's 2027 system transition, though it is not required at hire
- Background in energy, utilities, or another industrial or regulated-sector environment; a bonus, not a heavily weighted factor