This position contributes individually, primarily through the application of a formal body of knowledge and may require short-term management/coordination of other document control people or project resources to accomplish results. The incumbent has deep knowledge of the document control discipline; thorough understanding of related business objectives, priorities and strategy for own area; and understands associated industry practices and competitors, and performs a specialized document control role independently. They use their judgment based on experience, policies and procedures, and guidance from senior document control management to evaluate situations and implement appropriate solutions. This position interacts regularly across projects and sub-Districts, and with external contacts, such as consultant and contractor document control and project management. Primarily responsible for the management and control of all project documents and records throughout their lifecycle and for guiding other document controllers, as needed.
Key Responsibilities:
- Overall responsibility for maintaining and processing project/program information within the document control and information management systems for the project/program, and assuring any Document Controllers they oversee maintain same.
- May acts as a team lead, providing technical direction to other Document Control level staff.
- Assists in developing and updating policies, procedures, and processes, as applicable.
- Assures project participants are trained in the practical application of information management systems.
- Oversees central master file and field office files, as applicable, for all incoming and outgoing record documents for the projects/programs.
- Ensures that all project documents and records are properly indexed, filed, and archived in accordance with established procedures and standards.
- Review and process incoming and outgoing project documents such as drawings, specifications, correspondence, reports, and submittals for administrative compliance.
- Monitor and control document revisions, ensuring that the latest revisions are available to project team members.
- Maintains accurate and up-to-date project document and record logs, including transmittals, receipt confirmations, and distribution lists.
- Manage the electronic document management system (EDMS), ensuring that it is used in accordance with established procedures and standards.
- Provide training and support to project team members on the use of the EDMS and other document control tools and systems.
- Ensure compliance with project requirements and regulatory standards for document control.
- Assist in the preparation of project document control reports and presentations, as required.
- Perform other duties as assigned by the Project Manager or other senior staff.
Requirements
- Bachelor's degree in Business Administration, Information Management, or related field.
- Minimum of 7 years of experience in document control in a construction, engineering, or related industry.
- Strong demonstrated knowledge of document control procedures, processes, and tools, including electronic document management systems (EDMS).
- Advanced use of Aconex preferred.
- Excellent communication, organizational, and analytical skills.
- Ability to work independently and collaboratively in a fast-paced, deadline-driven environment.
- Proficiency in Microsoft Office suite, particularly Word and advanced use of Excel.
- Familiarity with project management software such as Primavera or Microsoft Project is desirable.