Shannon Smallwood
Kountze
Summary
Detail-oriented and self-motivated Engineering Records Supervisor with over 12 years of experience in the Oil and Gas industry. Holds a BBA and certifications in SAP. Specializes in document and data management systems with strong knowledge of engineering, facility, and operations documentation. Self-driven and motivated professional who enjoys contributing new ideas and using technology and software to advance the industry. Recognized for taking ownership of challenges, demonstrating strong communication and critical thinking skills, and fostering a collaborative mindset to drive workplace efficiency and innovation.
Overview
12
12
years of professional experience
Work History
Engineering Records Supervisor
Motiva Enterprises
07.2023 - Current
- Responsible for supporting the daily operations of the Engineering Records department and all EDMS systems, ensuring efficiency and data integrity
- Collaborate cross-functionally with the Engineering Records team, Motiva Capital Projects, and key stakeholders to streamline work request processes
- Act as a subject matter expert, delivering timely solutions to departmental challenges and system-related issues
- Standardized work processes between the refinery and chemicals plant, enhancing consistency and reducing inefficiencies
- Implemented a new SDV Document Upload Procedure, increasing productivity by 80% and significantly enhancing metadata accuracy in SmartPlant
- Successfully delivered IT integration projects, including: (1) SAP to BlueCielo Interface Project – enabled linkage of MSAP equipment tags and data to BlueCielo and (2) SmartPlant Operations and Server OS Upgrade – modernized server OS and SPO database to improve performance and reduce compliance risk
- Currently serving as Business Sponsor for the EDMS Consolidation Project, leading the integration of Chemicals and Distribution EDMS systems into SPO. This project will establish a unified engineering records source and is projected to save over $270K annually in licensing and server maintenance costs
Engineering Records Specialist
NES Fircroft
07.2022 - 07.2023
- Improved the Engineering Records Request forms to improve clarity and ensure contractors provide complete, actionable information to the Engineering Records team
- Standardized engineering records processes across both the refinery and chemicals plant to establish a unified workflow and streamline work request handling
- Led the SPO EDMS Cleanup Initiative, resulting in the successful review and closure of approximately 1,700 inactive projects and the correction of duplicate, superseded, and misassigned records
- Created internal desktop procedures to document team workflows and enable effective cross-functional training
- Developed a workflow of project engineering documents showing a high-level overview of the lifecycle of documents from creation or check-out to final documentation turnover
- Held interactive training sessions with team going over work processes currently performed by the group and a breakdown of each engineering records request type
Document Control – Motiva Capital Projects
Access Sciences
06.2021 - 05.2022
- Managed and administered documentation for 30+ projects within the Motiva Capital Projects Group, ensuring document control excellence and consistency across initiatives
- Collaborated with engineering contractors, project teams, and construction personnel to coordinate the distribution, maintenance, and retrieval of project documents
- Managed the transition in Hexagon SDx of documentation between contractors, internal project personnel, and construction teams throughout the project lifecycle
- Performed quality checks on specifications, drawings, and other documents received from contractors to ensure technical accuracy and completeness
- Provided documentation support to project engineers and managers, addressing requests and resolving issues efficiently
- Supported final project closeout by preparing and archiving complete documentation sets in SharePoint
Systems Information Manager – ExxonMobil Beaumont Area Projects
Process Technical Services
09.2019 - 07.2020
- Lead the Enhanced Construction Mobility initiative to allow construction personnel to access to required information on site via iPads to reduce travel time between work sites and offices, effectively increasing efficiency, safety, and cost savings
- Initiated a digital PSSR (Pre-Startup Safety Review) procedure, allowing safety reviews to be conducted electronically in the field using iPads
- Revised and streamlined document control procedures between the Projects Group and the Complex, improving document flow and closure processes while reducing time and cost
- Managed and maintained all systems and databases for the Portfolio Projects group and delivered training to ensure effective use and system adoption across teams
- Contributed to the Advanced Work Packaging (AWP) group, assisting in the development of procedures and processes spanning engineering through construction phases
- Initiated a tracking system for work package status, improving visibility and coordination across project phases
Document Database Manager – ExxonMobil Flare Gas Recovery Project
Process Technical Services
07.2018 - 09.2019
- Developed a comprehensive Document Management Procedure and implemented a tracking system for Project Document Matrices, ensuring accurate documentation throughout the project lifecycle
- Coordinated the distribution of engineering documents from the contractor to project management, construction teams, turnaround personnel, and operations, ensuring timely and accurate communication
- Created a system to capture redlines in real time, ensuring all field changes were accurately documented and incorporated into final deliverables
- Conducted audits of Field Level Supervisors’ drawing sets and contractor work packages to verify accuracy and alignment with current project status
- Developed and implemented a Request for Information (RFI) Procedure, handled RFI transmissions, and maintained the project’s RFI log for full traceability
- Oversaw the progressive transmittal of final Process drawings, documents, and metadata into the Vault Document Management System to ensure long-term accessibility and compliance
Document Control / Turnover Manager – ExxonMobil BPEX Project
Jacobs Engineering Group
11.2016 - 07.2018
- Created Contractor Document Control and Turnover Manuals, establishing clear structure and expectations for the turnover process
- Built and maintained a tag database in Orbit Construction & Commissioning Software, supporting equipment preventive maintenance tracking and quality form completion for project closeout
- Scheduled and participated in Pre-Startup Safety Reviews (PSSRs) in the field, compiling data and generating progress reports for use in weekly client update meetings
- Led the client-driven Mobility Initiative, implementing iPad usage for contractor foremen and above by organizing and delivering comprehensive training sessions
- Developed a streamlined data distribution process to ensure timely updates and alignment across all project management teams for AWP (Advanced Work Packaging) completion
- Designed and implemented a work package transmission process using Prolog, enabling electronic approvals between contractors and the client
- Managed the final turnover process for system books and project documentation, ensuring complete and accurate handoff to the client upon project completion
Systems Turnover Coordinator – ExxonMobil - North American Growth Project
Jacobs Engineering Group
11.2015 - 11.2016
- Created system turnover books in alignment with the ExxonMobil Turnover Procedure, ensuring complete and compliant documentation for system handover
- Maintained up-to-date P&ID redlines and boundary changes throughout the project lifecycle to reflect accurate field conditions
- Utilized Orbit Construction & Commissioning Management Software to manage check sheets and punch list items, supporting timely and efficient system closeout
- Verified that all Field Installation Work Packages (FIWPs) included completed check sheets and drawings prior to closeout
- Ensured timely transmittal of all documentation in accordance with the project execution schedule
- Ensured closeout of all project documents met client requirements and expectations
Systems Turnover Coordinator – Huntsman - F8 EO Project
Jacobs Engineering Group
10.2014 - 11.2015
- Created a comprehensive Contractor Turnover Manual, outlining expectations, structure, and processes for system turnover to ensure clarity and compliance
- Developed and maintained a Turnover Program to track key milestones and completion dates, ensuring visibility and alignment with project timelines
- Generated and communicated turnover progress reports to the client, providing regular updates on system completion status
- Managed the final turnover of all system books and documentation to the client upon project completion, ensuring accuracy and completeness
- Compiled data for weekly progress update reports presented to the client and internal stakeholders
- Prepared monthly steering committee presentations and board reports for project management
Quality Control / Document Control – CP Chem - Steam Project
Triple S Industrial
10.2013 - 09.2014
- Created Maintained the flow of documents between the contractor and managing group, ensuring timely and accurate exchange of project information
- Updated and organized completion packages daily using field-generated data to maintain up-to-date records
- Built hydrostatic test packages and developed a tracking system to monitor testing progress and completion
- Maintained the weld log and managed weld-mapped isometric drawings (ISOs) to ensure traceability and compliance
- Tracked Non-Destructive Examination (NDE) and entered standardized testing data in accordance with Chevron standards
- Developed and assembled final completion packages for turnover, ensuring all required documentation was accurate and contract-compliant
- Provided ongoing project progress updates to project management, supporting informed decision-making
- Submitted all project closeout documentation per contractual requirements, ensuring successful and timely project handover
Education
BBA - Business Administration
Lamar University
Beaumont, TX08-2011
Certificate in SAP -
Lamar University
Beaumont, TX08-2011
Skills
- Advanced Skills in Hexagon Software and Data Solutions
- Team orientated with the ability to communicate and collaborate with cross- functional teams
- In-depth Expertise in engineering, facility, and operations documentation
- Highly proficient in Microsoft Office: Excel / Word / PowerPoint
- Experienced with SmartProcedures Writer
- Strategic Decision-Making
- Advanced knowledge of SharePoint with SCA training
- Self-Motivated Learner & Proactive Initiative Taker
- Workflow Optimization Skills
- Strong work ethic and goal oriented
- Project Tracking Expertise
- Prioritizing tasks and personal time management
Timeline
Engineering Records Supervisor
Motiva Enterprises
07.2023 - Current
Engineering Records Specialist
NES Fircroft
07.2022 - 07.2023
Document Control – Motiva Capital Projects
Access Sciences
06.2021 - 05.2022
Systems Information Manager – ExxonMobil Beaumont Area Projects
Process Technical Services
09.2019 - 07.2020
Document Database Manager – ExxonMobil Flare Gas Recovery Project
Process Technical Services
07.2018 - 09.2019
Document Control / Turnover Manager – ExxonMobil BPEX Project
Jacobs Engineering Group
11.2016 - 07.2018
Systems Turnover Coordinator – ExxonMobil - North American Growth Project
Jacobs Engineering Group
11.2015 - 11.2016
Systems Turnover Coordinator – Huntsman - F8 EO Project
Jacobs Engineering Group
10.2014 - 11.2015
Quality Control / Document Control – CP Chem - Steam Project
Triple S Industrial
10.2013 - 09.2014
BBA - Business Administration
Lamar University
Certificate in SAP -
Lamar University
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