Document Control Specialist
2 weeks ago
We are currently seeking an experienced Document Controls Specialist, preferably familiar with commercial construction and the AEC industry, reporting to multiple Project Managers, on several projects simultaneously, in Austin, Texas.
GENERAL SUMMARY:
The Document Controls Specialist will manage the document management system and will be the liaison between the project teams, which may include technical reviewers, project managers, construction managers, and inspectors. The Document Controls Specialist facilitate, track, and maintain project documentation, and ensure efficient transition and processing of project documents is maintained.
JOB RESPONSIBILITIES:
- Maintain a watchful and alert attitude toward Document Controls, including inserting the Document Control Technicians into Project Team meetings, developing routine reports and metrics to gauge a Project Team's success.
- Establishing a procedural framework for identifying, collecting, distributing and filing the controlled documents for the Program.
- Writing and maintaining document control procedures and participating in the development and roll-out of document control tools.
- Ensure the information and management control system is implemented in compliance with the Client's standard; and is updated to reflect revisions to those standards.
- Maintain awareness of new Client and/or Program initiatives that may impact the control or distribution of information on the project.
- Counsel and support staff on Document control as well as administrative functions.
- Collaborate with project staff and management, plan and coordinate meetings and record minutes of meetings.
- Prepare and input construction documents into Document systems and develop monthly reports and presentations.
- Ensure the Project Team members are provided with adequate training and support to enable them to successfully use the procedure and systems in use by the Program.
- Proactively conduct "spot audits” and "over-the-shoulder-reviews” of Project Teams to facilitate their understanding of and enhance their compliance to Document Controls procedures.
- Provide an interface to IT Support for Document Control issues, which include process enhancements to existing software, developing recommendations for new hardware and/or software that may benefit the Document Control environment.
- Other responsibilities may include filing, scanning, printing, labeling, data entry, project meeting support (scheduling, sign-in sheets, meeting minutes).
MINIMUM REQUIRED QUALIFICATIONS:
- Associates or Bachelor's degree or equivalent years' experience
- 5+ years of document control experience in Architectural, Construction, Engineering (AEC) industry or similar capacity.
- Strong experience with Microsoft SharePoint and Teams
- Strong experience in Microsoft Office (Word/Excel/PowerPoint) software
- Ability to communicate effectively, verbally and in writing
- Experience with PM/CM Owner's Representative firms a plus
- Experience with Electronic Document Management Systems (EDMS) preferred
PREFERRED QUALIFICATIONS:
- Must be a self-starter attitude with proactive, results-oriented focus; and willing and capable to assume additional responsibilities.
- Proven accuracy, reliability and completeness in job accomplishment.
- Demonstrated success on the job, as evidenced by satisfactory performance, acceptance of responsibility and growth in previous positions.
- Effective oral and written communication skills.
- Must be able to interface with a variety of people with different technical levels and educational backgrounds; must be detail-oriented and highly organized; and must be able to produce accurate and timely results while maintaining a customer-service attitude.
- Must instill a "can-do” spirit within the Document Control staff: inspiring them to produce consistently accurate results at a fast pace.
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