Document Controls Specialist

7 days ago

Santa Ana, United States Cordoba Corporation Full time

Overview:
Cordoba Corporation is a leading civil engineering firm based in California specializing in education and facilities, transportation, water and energy sectors. We are seeking a Document Controls Specialist to assist the Information Systems Manager in partnering with sector and project management to identify the process, handling, storage, management, and the tracking of program/project documentation as needed. The Document Controls Specialist is also responsible for intermittent tasks including scanning, imaging, organizing, and maintaining documents adhering to the company's document lifecycle procedures and in accordance with the records retention schedule. This position supports the development, implementation and reinforcement of Document Controls processes, procedures, and policies. Additionally, this role assists Cordoba to adhere to record retention policies, safeguard information, and retrieve data more effectively, while also ensuring their accuracy, quality, and integrity. Periodically, the Document Controls Specialist will be responsible for training employees on records management procedures and policies, which include documentation, retention, retrieval, destruction, and disaster recovery. They also assist with file migrations and audits, and perform administrative tasks as needed.

**Responsibilities**:

- Reviews the existing document controls processes and practices across all the construction packages and project management teams and identify any inconsistencies, gaps, and areas need improvement.
- Prepares reports and recommendations based on the existing condition assessment together with a proposed corrective action plan.
- Works with internal and external project and construction document controls team members in implementing corrective actions to maintain consistency across all work packages and deliverables.
- Works with the Senior Project Manager to develop document management policies and procedures where required and ensure that the procedures with respect to document retention, and archiving of documents are followed.
- Ensures the project team members are knowledgeable and enabled to successfully identify and use the documentation procedures and systems implemented by the Program.
- Proactively conduct “spot audits” and “over-the-shoulder-reviews” of the project teams to facilitate their understanding of and enhance their compliance to Document Controls procedures.
- Ensures that all the documents are stored and retrievable using the Program’s desired electronic document management system(s) that may include SharePoint, ProjectWise, and BIM 360
- Assists the project team members in collecting, tracking, storing, and retrieving documents.
- Works with other staff members as needed to develop and improve services. Responds to changing technology environment and participates in the process improvement.
- Maintains an established data distribution system and schedule for the assigned project based upon client, project, department, and supplier requirements. May revise system or schedule as required to ensure timely approvals and distribution. Expedites review, signature approval, and release of supplier and internally produced documents.
- Assists with developing and implementing workflow processes to ensure document submittals, naming, distribution, and storage standards are maintained.
- Performs other responsibilities associated with this position as may be appropriate.

Qualifications:

- 1-2 years of document control experience supporting architecture, engineering or construction (AEC) related projects is required.
- Intermediate proficiency with Microsoft Office Suite including Word, Excel, Outlook, PowerPoint, and OneDrive is required.
- Intermediate proficiency with Adobe Acrobat is required.

**Preferred**
- Technical degree or associate degree augmented with courses and/or seminars in engineering change control, change requests, contract administration, project management is preferred.
- Experience in engineering Electronic Document Management Systems (EDMS) or Construction software is required. Experience in SharePoint, ProjectWise and/or BIM360 is highly desired.
- Previous experience working as a document controls specialist for a large-scale construction project is desirable.
- Demonstrated experience with routine Document Controls hardware and software tools, such as scanners and optical character recognition (OCR).
- Self-starter attitude with proactive, results-oriented focus; and willing and capable to assume additional responsibilities.
- Proven accuracy, reliability, and completeness in job projects.
- Demonstrated success on the job, as evidenced by satisfactory performance, acceptance of responsibility and growth in previous positions.
- Effective oral and written communication skills including the ability to interface with a variety of stakeholders with different technical levels and educational backgrounds.
- Detail-oriented and highly orga

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