Document Controls Specialist

1 month ago

New York, United States Mace Full time

At Mace, our purpose is to redefine the boundaries of ambition. We believe in creating places that are responsible, bringing transformative impact to our people, communities and societies across the globe. To learn more about our purpose, culture, and priorities, visit our .

Within our Consult business we harness our unique combination of leading-edge practical expertise and project delivery consultancy to unlock the potential in every project. 

The project: 

We are hiring an ambitious and forward-thinking a document controls specialist to join our established and growing team in New York.

Our values shape the way we consult, and define the people we want to join us on our journey, they are:

Safety first - Going home safe and well
Client focus - Deliver on our promise
Integrity -  Always do the right thing
Create opportunity - for our people to excel.

You’ll be responsible for:

Developing Document Control Processes: Establishing and refining document management processes, including version control, access, and security.
Designing Document Control Tools: Creating and maintaining tools for document management, ensuring efficient workflows.
Ensuring Compliance: Making sure all involved parties adhere to document control requirements.
Assisting project leads with payment requests, change orders, submittals, and Requests for Information (RFIs).
Managing meeting minutes, project status updates, and logs related to payments, change orders, RFIs, and submittals.
Maintaining a project document filing system under established procedures.
Communication and Coordination: Facilitating effective communication between project teams, contractors, and other stakeholders to ensure seamless document flow.
Reviewing and Approving Documents: Collaborating with stakeholders to review and approve project-related documents, such as design drawings, specifications, and contracts.
Change Management: Coordinating document changes and updates, especially when joint venture partners are involved.

You’ll need to have: 

Proven experience in reporting, data analysis, and presentation development.
Strong proficiency in data analysis tools and software (e.g., Primavera, Microsoft Suite, Power BI, Tableau).
Excellent oral and written communication skills.
Experience in managing relationships with key stakeholders.

You’ll also have:

NJT, MNRR, LIRR, NYCT, and MTA experience are preferred.
PMP or equivalent professional certification is preferred.
Experience working on multi-billion-dollar infrastructure projects or programs.
Experience working in the infrastructure sector.
Experience in a manager-level position.
Previous experience working with NJT, MNRR, LIRR, NYCT, and MTA.
Bachelor’s degree in engineering or applicable field.

Mace North America Offers The Competitive Benefits Such As

Health, dental, and vision insurance, including an option with a health savings account
Flexible spending accounts (healthcare, dependent care and transit and parking where applicable)
Disability insurance
Life insurance and accidental death and dismemberment
401(k) plan
Paid time off
Paid holidays
Continuing education program
Professional licensure and society memberships

Mace is an inclusive employer and welcomes interest from a diverse range of candidates. Even if you feel you do not fulfil all of the criteria, please apply as you may still be the best candidate for this role or another role within our organization. 

#LI-Hybrid

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