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Document Controls Specialist

4 months ago

Clay, United States CSM Group Full time
Description

Position at CSM Group

SUMMARY:

As a key member of our program support team, the Document Control Specialist will manage construction documents in support of a team of Construction Managers, Construction Project Engineers, project stakeholders, and our client's. You will be coordinating and administering activities relative to identification, sorting, storing, maintaining, transmitting, controlling, and accountability of construction documents, including drawings (physical and electronic), transmittals, logs, submittals, RFI's, project reports, etc. All work shall be in good keeping with the client's applicable Standard Operating Procedures (SOP's) and all applicable industry standards of construction and document control.

The Document Control Specialist will work in concert with and support the Senior Construction Managers, their teams, and will report to the Project Director / Site Lead. This is a task and process-oriented position that will require a high degree of autonomy, independence, integrity and self-motivation. Procore will be the primary platform that Document Control is maintained, though proficiency with SharePoint and other Microsoft Office platforms for document management and communications will be required.

This is a full-time FLSA exempt position. It requires 40 work hours per week and the ability to work more if required.

ESSENTIAL DUTIES & RESPONSIBILITIES:

  • Operate with a keen ability to self-manage and remain on task, while evaluating a constant workflow and prioritizing deliverables as necessary.
  • Ability to effectively manage Document Control for 50+ active projects.
    • This will include a significant amount of on-site management of physical, full-sized drawing sets.
    • This will include a significant amount of electronic document management and communication.
  • Work with client representatives to build and streamline Document Control practices, policies and procedures.
  • Utilize Procore as the primary document repository for this role, with a secondary ability to utilize and navigate SharePoint, Microsoft Teams and Microsoft Office programs.
  • Manage all duties related to the care, custody and control of Construction Design Documents, which includes, but is not limited to:
  • Printing, managing and slip-sheeting full-sized sets of construction drawings/plans.
  • Reviewing and approving electronic files provided by Architects/Engineers for conformity to applicable formatting and SOP requirements prior to publishing.
  • Updating physical and electronic drawings sets and providing notifications to all project stakeholders once complete.
  • Archiving superseded documents.
  • Reviewing construction master redline sets and transmitting final redlines to owner representatives.
  • Informing Architects/Engineers of any formatting or convention issues with construction documents.
  • Develop and maintain project distribution list with support from Project Administration.
  • Open and setup new projects in Procore, including the establishment of standard templates within various Procore Modules.
  • Maintaining custody of Construction Master Redline Drawings, including scanning and uploading them to Procore for electronic access.
  • Disseminating Construction Master Redline Drawings to Construction Managers for final review and approval prior to transmitting to the owner.
  • Work with third-party validation firms to assure redlined drawings are finalized.
  • Seek continuous improvement for the ways the Document Control position functions.
  • Monitor Contract Data Requirements List (CDRL) status and communicate with Contractors timely for any documentation issue.
  • Periodically publish project Submittal and RFI logs to project teams.
  • Perform all Project and Contract document close-outs and archiving.
  • Support migration effort from Procore to the client's documentation system (Procore, SAP, Ariba, Falcon, Bluebeam, CX Alloy, Aconex, Autodesk Cloud, etc.).
  • Additional duties and tasks as assigned by the client's management team and Program Manager.
MINIMUM REQUIREMENTS:
  • At least 3 years of Document Control and/or construction administration experience.
  • Experience with MS Office, Procore, SharePoint and MS Teams.
  • SAP Experience preferred.
  • Experience working on various projects to include coordinating and executing project issues.
  • Experience with engineering, architectural, and construction documents (i.e., maps, drawings, technical specifications, submittals, RFI's, transmittals, Shop Drawings, etc.)
  • In-depth knowledge of construction administrative workflows and processes involving design, construction management and closeout.
  • Strong communication skills and understanding of technical terminology.

Physical Demands - Jobsite

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee is regularly required to, drive to and from the jobsite, sit, talk and/or hear. A major portion of the employee's tasks requires extensive walking around the jobsite. The employee is frequently required to use hands to handle tools and for fine motor coordination such as computer work. The employee is occasionally required to reach with hands and arms. The employee is occasionally required to climb or balance, stoop, kneel, crouch and/or crawl. The employee must also occasionally lift and/or move up to 50 pounds. Specific vision abilities include close vision and color vision.

Work Environment - Jobsite

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to frequently inspect the project and may be exposed to ongoing construction and various weather conditions. Work environment involves moderate risks which may require safety precautions. The noise level in the work environment may range from quiet to loud. The proper use of Personnel Protective Equipment may be required on the jobsite.

This Position Description reflects the position's essential functions and does not prescribe or restrict the tasks that may be assigned.

CSM Group is an Equal Opportunity Employer (EOE). We celebrate diversity and invite all qualified applicants to apply without fear of judgement and pledge to not discriminate against individuals because of their race, color, religion, national origin, gender, physical or mental disability, veteran status, or age.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.