Document Administrative Specialist

About Diamond Infrastructure Solutions (website) 

Diamond Infrastructure Solutions is an infrastructure-focused company strategically located in the U.S. Gulf Coast – the heart of U.S. manufacturing.  The company is comprised of ~2700 employees and contractors that are driven by a customer-first entrepreneurial mindset, offering expertise and turn-key services to more than 70 on-site and off-site customers across the U.S. Gulf Coast.  The company is built upon the foundation of Dow’s world-leading operational excellence to deliver best-in-class services and reliability. 

Our vision is to be the trusted leader in infrastructure—delivering reliable, sustainable, and cost-effective solutions that adapt to our customers’ evolving needs. At Diamond Infrastructure Solutions, we empower growth across the U.S. Gulf Coast by providing strategic land access and dependable services. Backed by world-class assets, scale, and expertise, we help our partners optimize costs, accelerate their ambitions, and achieve lasting value through every project and partnership. 

Our People are the integral ingredient to our culture of employee ownership and excellence-driven core values.  An unwavering focus on employee & asset safety and the generational impact to our environment & surrounding communities is critical.  Together we will strategically deliver Focused Growth while positioning the organization to leverage industry megatrends for sustained success. 

The Document Administrative Specialist provides general document administrative support for multiple departments' Document Management Systems (DMS).  Exercises discretion and independent judgement in managing flow of work.  Requires full proficiency gained through job-related training and on-the-job experience to perform a range of tasks under limited supervision.

Responsibilities

• Oversees digitization of multiple plant libraries including planning, implementation and maintenance of electronic DMS file shares and maintenance of any remaining hardcopy DMS library.
• Works on small and large DMS projects, configurations and provide status updates
• Communicates DMS updates to personnel via MOC
• Link documentation into WebEDMS, sets review dates and document ownership
• Works with ODMS Coordinator to ensure conformance of ODMS elements
• Element Focal Point for element 5.03.03 (Document and Records Management)
• Performs gap analysis for identified element of ODMS 5.03.03
• Close gaps from ODMS self-assessments
• Determines and administers plant file share securities using FSM
• Add and remove employees file share access as applicable
• Coordinates document slotting and movement for created or modified documentation
• Works with ODMS Element / Section Owners in implementing and maintaining documents and records for each section.
• Provide training, training materials/resources and coaching on the DMS to Section Owners and Users.
• Conducts DMS Checklists, participates in audits, as appropriate
• Under limited direction, ensures communications flow properly utilizing knowledge of business / function’s organization structure and overall Dow processes.
• Takes ownership in their work. 
• Demonstrates good problem-solving skills. Capable of prioritizing competing requests successfully and multi-tasking. Demonstrates comfort and skill when using technology. Strong organization and time management skills. Good planning skills and ability to anticipate needed resources. Able to adapt to change.
• Demonstrates good problem-solving skills. Good team player and a fixer. Helps troubleshoot issues and serves as a point person for questions or guidance. May act as department focal point with external vendors, service providers, etc.
• Continuous improvement within work processes and systems.
• Maintaining and adding documents into SharePoint sites and Teams.
• Participates as an active team member on entire projects and can complete projects independently.
• Finds ways to improve project/team efficiency.
• Works with minimal direction to produce quality results. Overcomes obstacles in order to complete projects.
• Independently initiates activities that contribute to the achievement of team goals. Seizes opportunities in a responsive manner.
• Has a bias for action. Maintains productivity during times of change
• Builds appropriate rapport and effective relationships within Diamond.
• Understands and responds to others’ concerns. Able to compile diverse opinions to help resolve issues.
• Targets written and verbal communications to difference audiences clearly and concisely.
• Alerts others who are affected by his/her work when or before problems arise. Serve as a helpful and positive presence in the workplace. 
• Independently understands and contributes to the goals of the team and their role within the team. Viewed as key contact in department. 
• Relates project work with department/business objectives or strategy.
• Makes good decisions beyond specific area of expertise. Sets high standards of personal excellence and models these behaviors in work habits.
• Works to motivate and encourage others.
• Works independently with the software/IT tools. 
• Understands and utilizes integration of different business/functional systems.

Required Qualifications

• A minimum of a High School diploma or GED equivalent.
• 3 or more years of experience in a professional business role, such as administrative assistant, project coordinator, event coordinator, project management, administrative role within the military, or similar type role.
• Experience with all Microsoft Office applications (Word, Excel, PowerPoint and Outlook).
• Must possess a TWIC card or be eligible to obtain a TWIC card. For information on TWIC eligibility requirements, please see: https://www.tsa.gov/for-industry/twic (If unable to access link, copy and paste in your browser.) 
• Willing to work overtime (extra hours beyond your regular scheduled) if required.
• A minimum requirement for this U.S. based position is the ability to work legally in the United States.  No visa sponsorship/support is available for this position, including for any type of U.S. permanent residency (green card) process.

Preferred Qualifications

• Experience with Document management and record retention is preferred.
• Experience with SharePoint, Document Properties Reporting, MS Teams, and File Share Management are preferred. 

Skills

Benefits – What Diamond Infrastructure Solutions offers you 

We invest in you. 

Diamond Infrastructure Solutions invests in total rewards programs to help you manage all aspects of you: your pay, your health, your life, your future, and your career. You bring your background, talent, and perspective to work every day. Dow rewards that commitment by investing in your total wellbeing. 

• Vibrant network of Employee Resource Groups (ERGs) designed to foster inclusion and belonging. With ten ERGs spanning diverse interests and identities, there’s a group for everyone. Employees are encouraged to join and actively participate.

• Equitable and market-competitive base pay and bonus opportunity across our global markets, along with locally relevant incentives.

• Benefits and programs to support your physical, mental, financial, and social well-being, to help you get the care you need...when you need it.

• Competitive retirement program that may include company-provided benefits, savings opportunities, financial planning, and educational resources to help you achieve your long term financial-goals.

• • Employee stock purchase programs (availability varies depending on location).

• Student Debt Retirement Savings Match Program (U.S. only).

• • Dow will take the value of monthly student debt payments and apply them as if they are contributions to the Employees’ Savings Plan (401(k)), helping employees reach the Company match.

• Robust medical and life insurance packages that offer a variety of coverage options to meet your individual needs. Travel insurance is also available in certain countries/locations.

• Opportunities to learn and grow through training and mentoring, work experiences, community involvement and team building.

• Workplace culture empowering role-based flexibility to maximize personal productivity and balance personal needs.

• Competitive yearly vacation allowance.

• Paid time off for new parents (birthing and non-birthing, including adoptive and foster parents).

• Paid time off to care for family members who are sick or injured.

• Paid time off to support volunteering and Employee Resource Group’s (ERG) participation.

• Wellbeing Portal for all Dow employees, our one-stop shop to promote wellbeing, empowering employees to take ownership of their entire wellbeing journey.

• On-site fitness facilities to help stay healthy and active (availability varies depending on location).

• Employee discounts for online shopping, cinema tickets, gym memberships and more.

• Additionally, some of our locations might offer:

• • Transportation allowance (availability varies depending on location)

  • Meal subsidiaries/vouchers (availability varies depending on location)

  • Carbon-neutral transportation incentives e.g. bike to work (availability varies depending on location)

Diamond Infrastructure Solutions is an Equal Employment Opportunity employer and is committed to providing opportunities without regard for race, color, religion, sex, including pregnancy, sexual orientation, or gender identity, national origin, age, disability and genetic information, including family medical history. We are also committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures. If you need assistance or an accommodation due to a disability, you may call us at 1-833-My Dow HR (833-693-6947) and select option 8.