Shara Williams

Business-focused Information Management and Process Improvement professional with 8+ years assessing document and data workflows for Fortune 500 energy, engineering, manufacturing, and legal organizations, then redesigning them for speed, accuracy, and compliance. Track record of turning ambiguous operational problems into practical, adopted solutions — most notably reducing a project document backlog by 87% through governance redesign, automation, and cross-functional process change. Comfortable moving between technical teams and non-technical business stakeholders, and quick to learn new systems: has become proficient across a dozen-plus platforms (SharePoint, SAP, OpenText, Falcon DMS, AODocs, Documentum, ServiceNow, DocuSign) in the course of successive contract engagements.

Applies AI tools in current reporting and Document Register work to simplify tasks and improve accuracy, and is interested in extending that same process-improvement mindset to using AI more broadly — to simplify workflows, support better decisions, and improve the experience for the people who rely on these systems day to day.

Career Note: Most assignments have been contractual engagements supporting major organizations including Phillips 66, TechnipFMC, TC Energy, BHP, and Smart Family of Cooling Products.

Document Control Administrator at Clayton Services, Inc. (Smart Family of Cooling Products) (2026-05 – Present)

• Own equipment logs, reporting schedules, and documentation databases, identifying and correcting record gaps to keep information current and audit-ready.
• Assess closeout requirements and prepare Installation, Operation, and Maintenance (IOM) manuals and related documentation packages.
• Serve as the point of contact for customer datasheet and specification requests, translating customer requirements into complete, compliant documentation packages.
• Assemble, submit, and track customer documentation packages end to end, ensuring compliance with customer-specific requirements.
• Apply AI tools to streamline reporting and maintenance of the Document Register, improving turnaround and accuracy.

Document Control Administrator at Lancesoft, Inc. (Phillips 66) (2025-12 – 2026-04)

• Evaluated and integrated acquired-asset CAD drawings into Falcon DMS, aligning them with P66 drawing management standards.
• Built and maintained tracking, version control, and status reporting for approved drawings, enabling efficient monitoring across the drawing lifecycle.
• Partnered with EPC contractors and greenfield project teams to confirm their document management systems met P66 compliance requirements ahead of final handover.
• Managed the quality and review cycle for work packs, documents, records, and procedures, and controlled secure access to drawings and revision history.
• Revised drawing naming conventions and updated native CAD files to support heritage integration, re-branding, and company policy alignment.

Records Coordinator at ProActive Legal Solutions (2025-03 – 2025-08)

• Coordinated record retrieval across multiple facilities to meet production timelines, and identified process changes that improved overall team workflow.
• Retrieved and enriched metadata for records sourced from multiple custodians via SharePoint, FTP sites, and zip repositories.
• Conducted routine audits to validate metadata integrity and confirm alignment with governance policy.
• Documented and enforced metadata and records management policies to standardize workflows across the team.

Subsea Project Document Controller II at ManpowerGroup (TechnipFMC) (2023-10 – 2024-07)

• Diagnosed inefficiencies in the project document control process and led a targeted improvement initiative that reduced backlog by 87%, combining audits, revised classification, stronger version control, and closer cross-functional collaboration.
• Introduced automation — including extensive VLOOKUP-based tracking — to speed transmittal review and free the team to focus on higher-priority work.
• Managed SAP document repositories and applied SQL scripting for metadata reporting and validation, supporting data quality and lineage tracking.
• Developed and maintained the Master Document Register (MDR) with complete metadata attributes, and managed metadata within OpenText EDMS for consistency across project deliverables.
• Integrated Power Apps and SharePoint to build metadata-driven project initiation workflows.

Contracts Manager at STgenetics (2021-03 – 2023-08)

• Assessed contract execution workflows and redesigned DocuSign templates, permissions, and routing rules to remove approval bottlenecks.
• Automated approval chains and streamlined agreement processes, reducing signature turnaround time across cross-functional teams.
• Monitored DocuSign audit trails, reporting, and security settings to support legal, compliance, and records-retention requirements.
• Used AODocs workflows to route documents for review, approval, and distribution, and maintained document repositories, metadata, and retention schedules to support audit readiness.

Drafting Coordinator at AirSwift (TC Energy Center) (2017-11 – 2020-02)

• Coordinated with internal designers, external drafters, and third-party companies to deliver accurate construction and as-built drawing packages on schedule.
• Conceptualized early-stage drawings, including plot plans, process flow diagrams, and P&IDs, and participated in design reviews and project close-out/turnover.
• Integrated metadata into engineering drawings across OpenText, Documentum, and SharePoint, and coordinated with drafting teams to align on metadata standards and lifecycle management.
• Verified metadata accuracy and applied archival workflows to support clean, compliant project closeout.

Data Migration Analyst at Computer Futures (Academy + Sports and Outdoors) (2017-07 – 2017-11)

• Applied construction and blueprint-reading experience to validate document types by attribute and QA/QC technical and non-technical documents migrated from Expesite to Trimble/Proliance.
• Structured network drive folder allocation to mirror Expesite's tree nodes, ensuring data integrity through migration.
• Used working knowledge of project management tools and engineering concepts to manage document data entry and tagging, improving searchability for end users.

High School Diploma – WT Hall Center for Education