Summary
We're looking for a Document Control Specialist to our Utilities team who will perform a critical function in the proper management of all project construction documents.
Responsibilities:
- Create and update program and project team Document Management System (DMS) documents and subsequent versions for multiple programs.
- Integrate known processes into Standard Operating Procedures (SOP).
- Responsible for records management from initiation to archival.
- Create routine and as-needed reports, such as summary of outstanding items in project/program, key milestones, and close-out preparation.
- Coordinate tasks with other Document Control Specialists.
- Analyze project documentation for compression opportunities and identify developing problem areas for close-out.
- Advise management of risks that may affect projects and reporting.
- Communicate timely and effectively with clients and stakeholders.
- Adhere to the prescribed Standards, SLAs, and templates.
- Report project updates directly to manager and other key stakeholders.
- Collaborate with stakeholders to create and refine best practices.
- Support project management team to maintain timely and effective change management processes and procedures.
- Create summary and detailed project reports for management and project team members, including analysis of any delays, outstanding processes, and procedures.
- Assess gaps and key requirements for meeting deadlines.
- Monitor and facilitate business process improvement changes or process changes in DMS.
- Provide consistent and standardized training for all new/existing team participants.
- Act as an "agent for change" in the company’s DMS implementation and complete transition.
- Focus on record coding and retention accuracy to certify proper handling of important files, documents, and forms per company policies.
- Perform daily document management tasks such as naming and tagging documents, enforcing document management protocols.
- Provide guidance and mentorship to Document Control Assistants/Trainers and other team members.
- Perform routine QA/QC checks of project sites and inform Project Managers about issues that need to be resolved, such as submittals and project deliverables.
- Create and maintain document management standards and manuals.
- Develop training materials and lead training sessions for document and protocol management.
- Support continuous improvement activities and change management.
Experience:
- Minimum of 1-12 years of direct or relevant experience depending on the level within the role.
- Responsible for projects or portfolios ranging from less than $1 million to $100 million or more, with varying levels of EPC project experience in the Utilities or other related industries.
Qualifications:
- Proficient in Office 365, Visio, and Document management systems such as SharePoint Online, Procore, Oracle Unifier, OpenText, SAP, SmartSheets, etc.
- Communicate effectively to a diverse audience of different levels of education and expertise verbally and in writing; able to present to a large audience; works well in one-on-one and group settings requiring excellent interpersonal skills.
Education:
- High school graduate required.
- Bachelor’s degree in construction management, engineering, or related field from an accredited program or equivalent years of experience.
Job Type: Full-time
Pay: $30.00 - $55.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Professional development assistance
- Referral program
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Experience:
- SharePoint: 4 years (Preferred)
Work Location: Hybrid remote in San Diego, CA 92123