A Document Control or Management Specialist manages written and electronic documents for an office or company. Develops or maintains systems for keeping track of documents, including labeling, retrieving, distributing, recovering and destroying documents as needed.
The Document Control Specialist I will support project document control functions for construction projects as well as support other ESE Document Control activities when applicable. The Project Document Controller main activities will include: Work closely with engineering personnel, guiding them on our review and record requirements documented in our procedures and job aids. Process engineering and project records and plant modifications such as drawings, manuals, transmittals, correspondence, and engineering change notices (ECN). Perform standard routine level tasks and provide support for Projects during design, construction, and close-out. Update and maintenance of electronic database used for tracking, transmitting, and distributing documents and vendor submittals. Report on activities for Daily, Weekly, and Monthly Operating Reviews. Accurately and in a timely manner request from Plant Document Control / Engineering Record Center (ERC) controlled document numbers per the established numbering conventions. Including critical drawings such as WD (wiring diagrams and P&IDs (Piping & Instrumentation). This may also include controlled numbers such as circuits, raceways, valves, conduits, etc.... Assess and audit records for accuracy and completeness, including identification of issues and lead implementation of recommendation and corrective actions for our project/plant records. Assist in the management and updates of our document management procedures. Provide hard copy documents to projects for construction. Provide hard copy critical documents to Plant Document Control at the end of the project.
Essential Functions:
Possess excellent communication and customer service skills Successfully multi-task and/or switch task quickly while remaining organized Anticipate and understand the impact of actions/procedures on multiple systems Demonstrate leadership skills, strong teamwork, and the ability to work independently on assigned complex projects Use appropriate systems/software/programs such as SAP for internal processes Manage project milestones, organizing and prioritizing the scheduling of work assignments in response to work tasks Enjoy working in a team environment Ability to interact with internal and external parties to receive highly advanced information and data Possess strong analytical skills Interact with other internal departments to resolve issues with exceptional communication Performs responsibilities in a manner that clearly shows effective communication and cooperation that promotes open exchange of information, respect, and professionalism Interface with engineering, plant personnel and drafters on a regular basis May require carrying large, rolled prints to various locations in the plants or to projects Maintains work areas in a clean and orderly manner Responsibly orders supply of paper and toner for plotters and calls IT for support when needed Exemplify safe work practices and follow the Company's compliance standards. Regular attendance is expected
Experience Required:
Experience with ProjectWise, Primavera Unifier, CM14, Prolog or other document control software 2- 4 years of experience in records management or similar roles
