Document Control Specialist

4 hours ago


San Diego, California, United States Garden Homes Full time
Job Summary

The Document Control Specialist is responsible for managing company documents, ensuring their accuracy, quality, and integrity. This role involves adhering to record retention policies, safeguarding information, and retrieving data effectively. The successful candidate will ensure that company staff, vendors, and sub-contractors have access to the most up-to-date set of documents.

Key Responsibilities
  • Prepare, review, and maintain accurate records.
  • Provide customer service and support to internal departments and clients.
  • Generate reports as needed or requested.
  • Work 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.
  • Train employees on records management procedures and policies, including documentation, retention, retrieval, destruction, and disaster recovery.
  • Ensure all appropriate documents are posted to the project database and provide assistance to vendors as needed.
  • Follow up with vendors, company staff, and sub-contractors to ensure they have the latest set of relevant documents.
  • Update the project contract/CO/PO logs on a daily basis.
  • Generate Contracts, Change Orders, and Purchase Orders based on buyer's email.
  • Email Contract/CO/PO to accounting and project administrator.
  • Update folders on V-Drive to include all purchasing information.
Requirements
  • 4 to 5 years' related experience and/or training; or equivalent of education and experience.
Technical Skills
  • 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.
  • 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.
Pay Range

$23.18-$27/hr.



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