Document Control Specialist

Jackson, MI

Posted: 01/02/2019 Industry: Other (HR, Admin, Mkt, Sales) Job Number: 12506

Our Client, a Public Utility that provides natural gas and electricity to the majority of Michigan s 10 million residents is seeking a talented and self-driven individual for needs serving in the role of Document Control Specialist 

Job Description

Organize the routing of documents throughout the process from conceptualization, approvals, distribution, to filing. Monitor the distribution and reconciliation of process or reference documents. Establish and maintain the documentation control system/log. Process documents for revision and approval. Create, review, and revise documentation procedure according to standard operating procedures.
Detailed duties:
Provide Document Control and Records Management support for large scale program with over 200 sites.
Assist in development, revision, and maintenance of Project Document Management and Document Control procedures.
Audit current design process in order to develop and implement a new, efficient process.
Audit current shared file locations and develop a plan for storing project files in one consolidated shared space.
Work with third-party company to audit current Project Controls processes.
Review design documents for adherence to administrative sections of the project CAD Standard.
Interface with design engineering organizations and Project Engineers to ensure design documents are properly revised and transmitted.
Maintain Project Document Transmittal and Submittal logs.
Beginning in design phase, build and maintain project files and records required for project closeout.
Monitor submission of closeout required documentation during design and construction, and provide reminders to Project personnel.
Maintain Project notices, Requests For Information and Quality Observation documents and logs.
Maintain Daily Field Reports, schedules, and other Project Management documentation in a shared drive.
Assist Materials Specialist, Engineering, and Construction Management in obtaining material tracking and documentation.
Ensure E-File names of project documents are properly formatted.
Provide printed (large format plotted) copies of design documents to all construction project team members through design, construction, and completion cycles.
Provide paper and laminated copies of permits, Environmental posters, and other project notices, as required.
Represent Document Control during Project Team meetings. Present Document Control and Project Closeout information to project team members during meetings for this purpose.
Develop paper and electronic copies of closeout packages in accordance with governing procedures and project formatting guides.
Provide clerical support to project Engineering, Project Management, Construction Management and project support personnel on ad hoc basis.
Assist in administration of the project file-sharing site.Set up events and meetings using Outlook calendar.
Preparing presentations.
Send out meetings agendas and taking detailed meeting minutes.
Daily duties will vary by season.
Self-motivated with limited direction.
Skills Required: 

Document control specialists must be skilled in the Microsoft Office package and database software, as well as have outstanding communication skills and attention to detail. They must be comfortable working in a fast-paced environment and working as part of a team.
Detailed Skills:
Must be proficient in Microsoft Office Package including but not limited to Word, Outlook, Access, Visio, PowerPoint, Excel, OneNote
Must be proficient in Adobe Acrobat and working with PDFs.
Must be familiar with design drawings and CAD standards. It helps to be familiar with Electrical drawings and schematics.
Prefer candidate to be a member of the ARMA International.
Great communication skills and able to work with many different individuals from across the state.
Must pay close attention to details and be very organized in emails, paperwork, and file-storing.

Some college coursework in technical writing, English, computer science or a related field. Bachelor' s degree and some experience with technical writing preferred. Being a member of ARMA International (formerly the Association of Records Managers and Administrators) preferred.

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