Document Control Coordinator

2 weeks ago

Lake Mary, United States GSE Solutions Full time

GSE Workforce Solutions is currently working with a major client looking to hire a Document Control Coordinator on a long-term contract basis in the Lake Mary, FL geographical location starting ASAP

  • This position is based 100% onsite.
  • Must have an excellent working knowledge of Microsoft Office, Word, Excel, PowerPoint, Adobe PDF, and SharePoint.
  • Must be able to work in a Team Environment, have an excellent attitude, and work ethic, be a good communicator, and enjoy working in a team environment.

Summary
The Document Control Coordinator is responsible for multiple areas of information management which include, but are not limited to, compilation and maintenance of records, in the various business software systems. Facilitation of information exchanges between the company and internal/external customers. Aid personnel within the document control discipline, in the day-to-day activities of information management. Contribute to a variety of process improvement functions for the office.

Essential Duties & Responsibilities
  • Generate Document Transmittals and issue/distribute documents and inspection notices for Client review/approval.
  • Assist all Quality Control Groups with Quality Control, customer, and vendor document control activities.
  • Monitor the flow of documents and inspection notices "to and from" different disciplines, highlight areas of concern to the immediate supervisor, and resolve the issues immediately.
  • Organize document filing and retrieval following Quality Control procedures.
  • Generate required reports on a defined schedule or as and when required.
  • Monitor and track 3rd party inspection invoices, POs, and budgets.
  • Monitor and track quality department manhours.
  • Assist with the generation of Calibration Certificate Document Packages for all projects assist, as necessary in generating/revising the HRSG quality record packages.
  • Help users with any questions related to the use of the document management software.
  • Help users with converting documents to PDF formats.
  • Inform the Supervisor/Management of the Project Document submission status.
  • Coordinate the transfer of Quality Control technical documents.
  • Monitor the comments management, Quality Control, and vendor Document Control activities.
  • Improve the visibility of documentation submitted and processed on time following project schedules.
  • Track and issue inspection notifications according to project schedules.
  • Ensure document transmittals are acknowledged on time.
  • Ensure all project correspondence is filed correctly.


Other Duties & Responsibilities
• Apply best practices of industry standards in records and information management and related disciplines to design and implement improvement in the effectiveness and efficiency of the company's Records Management Program.
• Participate in proactive team efforts to achieve departmental and company goals.
• Comply with all safety policies, practices, and procedures reporting all unsafe activities to Management and/or Human Resources.
• Protect confidential information by not communicating, disclosing to, or using it for the benefit of 3rd parties.
• Maintain the highest degree of honesty, integrity, and professionalism always.
• Perform such other duties as may be required.

Knowledge, Skills & Education
To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Education and/or Experience:Minimum of associate degree in business or Technical Discipline e.g. Engineering, Computer Science, from an accredited two-year institution of learning or at least five (5) years related experience and/or training; or equivalent combination of education and experience with engineering, design and/or construction companies. Familiar with power generation or industrial processes concerning document transmission and recording.
Computer Skills: Very good knowledge of databases, project management, spreadsheets, and word processing software, and electronic mail. Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) software and Document Management software. Knowledge of SharePoint.

#LI-Onsite

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