Document Control and Records Specialist

Thanks for your interest in Oklo! We are searching for a Document Control and Records Specialist to join our team. Position Description The Document Control and Records Specialist is responsible for the day-to-day administration of Electronic Document Management System (EDMS) workflows supporting document control and records management to ensure documents and records are created, maintained, and managed in accordance with business and regulatory requirements. Specific responsibilities may include: Manage controlled documents throughout their lifecycle by coordinating reviews and processing document approval, release, revision, supersession, cancellation, and obsolescence while ensuring document integrity and revision control. Process incoming records through the records lifecycle by validating, classifying, indexing, and maintaining metadata while ensuring accurate filing, retention, retrieval, archival, and disposition. Perform detailed quality control checks of controlled documents and records to verify completeness, accuracy, legibility, required approvals, document identifiers, revisions, formatting, metadata, and final acceptance requirements. Maintain appropriate access permissions for controlled documents, records, and system users. Monitor document and records workflow queues and follow up on incomplete, delayed, or nonconforming submissions. Communicate routinely with internal customers across multiple departments regarding document requests. Provide first-line user support for EDMS tools, workflows, and routine document and records requests by retrieving controlled documents for authorized users, troubleshooting file access and availability issues, directing users to appropriate resources, and escalating issues as needed. Escalate system, workflow, access, or compliance issues that cannot be resolved using established guidance. Support the Document Control Manager with program initiatives and process improvements, including updating or drafting policies, procedures, and work instructions. Assist with maintaining controlled templates, forms, logs, and indexes. Generate routine reports and metrics related to document control and records management activities. Maintain confidentiality and appropriately handle sensitive, proprietary, or restricted information. Minimum Qualifications: 5+ years of related experience in a regulated industry (energy preferred, nuclear strongly preferred). Experience in both controlled documents and records management. Education of at least an Associate degree or an equivalent combination of training, and relevant experience; Bachelor’s preferred. Remote work capability and ability to use video conferencing and cloud-based apps. Willing and able to travel ~15% of workdays. Bonus Qualifications: EPC experience in the energy industry is preferred Performing or supporting technical writing/editing, word processing, or document compositing (layout/formatting) Previous experience supporting the establishment of a DCRM program. Competencies: We are looking for a Document Control specialist who has a thorough understanding of: Using an Electronic Document Management System (EDMS) for document control and/or records management. Nuclear QA requirements (e.g., ASME NQA-1, ANSI N15.8) and the role of document control in supporting regulatory compliance. Integrated safety management and document change/configuration control. Document control principles and records lifecycle management. Document templates, styles, formatting, headers/footers, collaborative editing Using software such as Microsoft Word and Excel, Gmail, Google Calendar, Adobe Acrobat Pro, EDMS systems (e.g., M-Files), SharePoint, Box, Jira, and Confluence. Experience with M-Files is preferred. Typing and data entry skills. We are looking for a Document Control specialist who is: Analytical, logical, and able to apply sound judgment when evaluating information and solving problems. Helpful, responsive, and professional in meeting customer needs. Highly detail-oriented, with a quality mindset for accuracy and consistency. Organized and able to prioritize work while managing time and productivity with minimal supervision. Self-motivated and able to thrive in a fast-paced, evolving, and highly iterative environment. Adaptable and willing to learn quickly while embracing new ideas, processes, and ways of working. Able to work independently and leverage available resources to solve problems and complete tasks. Flexible and willing to support work outside primary assignments when needed. Has a willingness to work outside traditional business hours and support urgent demands as needed. Trustworthy and capable of appropriately handling sensitive information. An effective verbal and written communicator. Good attitude toward collaboration and teamwork. Passionate about clean energy and making advanced fission a reality! Who you are: A startup person: You aren't driven by titles or hierarchy, and prefer efficiency to excess process. You don't need or expect to have a lot of guidance but you enjoy working in a fast-paced team. If you prefer the culture and feel of a large organization, that is great, but you likely won’t enjoy working with us! There is plenty of important work and plenty of good opportunities with organizations like that. Motivated: You are self-motivated. You bring an enthusiasm to the team, and imbue a sense of passion that goes beyond clocking in and clocking out. This isn’t about a fake or arbitrary “pieces of flair” mentality or lack of work-life balance! It is about being a part of the vision and feeling a part of reaching team goals. A team-player: Oklo genuinely is a team. We aren’t about taking credit for ourselves, and we aren’t about pushing blame to others. We do incredible things because we work as a team. An excellent communicator: We need a person who is not only technically competent but also a clear and upbeat communicator. Creative: Being creative means that when things fall outside clear scopes or processes or problems arise without clear solutions, you are able to identify it as well as invent ways to solve a problem or fill a need without micromanagement. The successful person in this job will not only be creative, but also enjoy being creative and solving open-ended problems which may change day-by-day. Detail-oriented: This focus is a big part of excellence, consistency, and quality. Excellent grammar and spelling matter for both good communication as well as the image of the company that we put forward. About Oklo travel requirements: Oklo requires remote employees to travel to headquarters (Santa Clara, CA) twice a quarter annually, based on business or team needs, including attendance at team meetings, off-sites, and other company events or gatherings. For the first two weeks of onboarding, employees are required to be in person at headquarters in Santa Clara, CA. About Oklo compensation: Salary: $68,000-$85,000 Oklo offers flexible time off, equity, bonuses, competitive pay, 401(k), health insurance (with employer contribution), HSA, FSA, flexible work hours, wellness credits, and other benefits. This position may involve access to information subject to U.S. export control laws. Only applicants who meet the definition of a U.S. person under applicable laws may be eligible. About Oklo Inc.: Oklo Inc. is developing fast fission power plants to deliver clean, reliable, and affordable energy at scale; establishing a domestic supply chain for critical radioisotopes; and advancing nuclear fuel recycling to convert nuclear waste into clean energy. Oklo was the first to receive a site use permit from the U.S. Department of Energy for a commercial advanced fission plant, was awarded fuel material from Idaho National Laboratory, and submitted the first custom combined license application for an advanced reactor to the U.S. Nuclear Regulatory Commission. Oklo is also de…