Document Control Specialist

3 weeks ago

San Diego, United States Garden Homes Full time
SUMMARY:

The Document Control Specialist is responsible for managing company documents while also ensuring their accuracy, quality and integrity. Help adhere to record retention policies, safeguard information, and retrieve data more effectively. Ensure company staff, vendors, and sub-contractors have the most up to date set of documents.

ESSENTIAL DUTIES & RESPONSIBILITIES:

The Document Control Specialist's duties and responsibilities include, but are not limited to, the following:

• Prepare, review and maintain accurate records.

• Provides customer service and support to internal departments and clients.

• Generates reports as needed or requested.

• Works closely with the Regional Facilities Manager to ensure continuity.

• Store, manage, and track company documents.

• Scan, image, organize, and maintain documents, adhering to the company's document lifecycle procedures.

• Archive inactive records in accordance with the records retention schedule.

• Control and maintain the retrieval of documents.

• Training employees on records management procedures and policies, which include documentation, retention, retrieval, destruction and disaster recovery.

• Ensure all appropriate documents are posted to the project database and provides assistance to vendors as needed.

• Follow up with vendors, company staff, and sub-contractors to ensure they have latest set of relevant documents.

• Update the project contract/CO/PO logs on a daily basis.

• Generate Contracts, Change Orders, and Purchase orders based off buyer's email.

• Email Contract/CO/PO to accounting and project administrator.

• Update folders on V-Drive to include all purchasing information.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or ability required. Reasonable accommodations are available, upon request, to assist qualified persons with disabilities to perform the essential functions of the job, as needed.

EDUCATION/EXPERIENCE:

• 4 to 5 years' related experience and/ or training; or equivalent of education and experience.

TECHNICAL SKILLS REQUIRED:

• To perform this job successfully, an individual must be proficient in Microsoft Office Suite.

PHYSICAL DEMANDS:

• Regularly required to sit, stand, walk, stoop, bend, squat, open doors, and may be required to climb/ descend stairs. Regularly required to be on-site at assigned properties in order to perform duties and responsibilities, including walking the properties and inspecting units and stair wells.

• Ability to operate standard office equipment, including computers, telephones, copiers, scanner, and do filing.

• Must be able to lift, push, pull, carry, and/ or move up to 50 pounds.

COMMUNICATIONS:

• Must be able to communicate effectively (orally and written) in a professional manner on a regular basis with management and co-workers within the company as well as residents and outside vendors. Works well as part of a team. Follows instructions and responds to management's direction. Takes constructive criticism and uses it as a learning tool.

SUPERVISORY RESPONSIBILITIES:
  • This position does not have supervisory responsibilities.

ATTENDANCE AND PUNCTUALITY:

• Is reliable and consistently at work and on time; willing to travel, and work evenings, weekends, and holidays, as needed.

TRAVEL

• Travel may be required within the Southern California and Arizona Region.

OTHER COMPETENCY REQUIREMENTS FOR EFFECTIVE PERFORMANC

• An energetic, positive, ethical and enthusiastic leader with strong people management skills. Effective communicator, trainer and motivator. Inspires trust, respect and loyal team relationships.

• Understands business objectives (focus on profitability, quality, professionalism, efficiency and effective use of time), and is results driven. Develops practical strategies to achieve business objectives. Makes sound business decisions.

• Excels in a fast paced, dynamic environment; ability to adapt to changing priorities; remains organized and focused under pressure; able to meet deadlines.

• Calmly and effectively manages conflict, difficult and/or emotional situations; focusing on resolving issues and achieving an effective solution, rather than on blame.

• General understanding of company's policies and laws applicable to the conduct of business; follows and enforces such policies and laws.

• Works independently with little or only general supervision.

• Is accountable for the responsibilities of the position; accepts constructive criticism in a positive manner.

• Ability to plan, budget, schedule staff and resources effectively and efficiently.

• Treats others with respect; shows sensitivity to and respect for cultural differences; supports diverse workforce and helps to ensure a workplace and living community free from unlawful discrimination and harassment.

• Maintains confidentiality and discretion with regard to sensitive proprietary and confidential information of Company, residents, and customers.

Pay range: $23-$34/hr

GC Service Corp. is an equal opportunity employer, veterans and disabled.

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