Job Details

Document Control Specialist - Level 1

Location: Madison, Wisconsin

The role is remote and may require an occasional visit to an office.

JOB SUMMARY:
Document Control Specialist (DCS) is responsible for managing and controlling all construction project documentation. The DCS will implement and maintain procedures for document control and train and assist others to use the procedures effectively. The DCS will be responsible for monitoring and managing business processes and for maintaining the Document Management System.

ACCOUNTABILITIES:
These accountabilities are not intended as a complete list of specific duties and responsibilities and does not limit or modify the right of any supervisor to assign, direct, and control the work of employees assigned to this job. Primary Accountabilities:
• Work within and oversee the use and function of the company's Document Management System (Oracle Primavera Unifier) including business processes, workflows, transmittals, submittals, Requests for Information (RFI), letters, faxes, emails, electronic filing, and similar tasks.
• Manage the electronic and hard copy filing of project-related technical documentation and provide internal and external expediting and other custom deliverable status reports to Project Manager as required.
• Work with Project Managers to ensure proper resources are used at each business process workflow step. Watch for leading indicators of project risks from workflow data and communicate to project team, as well as work to resolve the issue.
• Provide training to company and partner users as necessary to support the effective use of the Document Management System.
• Act as the lead resource (subject matter expert) on all project-related document control items, including compliance with project specific contractual/commercial terms.
• Assist QA/QC in the audit of the onsite construction document control efforts of contractors. Ensure project document lists are up to date. In the absence of onsite QA/QC, the DCS will perform the audit.
• Interface with Records Management on long term storage and archiving documents.
• Ensure project document lists are up to date.
• Interface as necessary with vendors, contractors, suppliers, and other service providers to ensure accuracy of technical content.
• Performs work under the supervision of a manager.

QUALIFICATIONS:
The requirements listed below are representative of the experience, knowledge, skills and/or abilities required to perform this job. Educational Requirements Education Level Field of Study Required/Preferred Educational Requirements
• Education Level/Field of Study - Bachelor's Degree Emphasis in business education, technical, engineering, construction management, document management or related area preferred. Related experience considered.
• 5-10 years of related experience (Level 1)
• Other Requirements
o Must possess a valid driver's license.
• Knowledge, Skills, and Abilities
o Demonstrated knowledge of technologies and systems related to construction document control and management practices.
o Experience with Oracle Primavera Unifier preferred.
o Experience with Oracle Primavera P6 preferred.
o Experience with other project management and document management systems desired.
o Ability to analyze problems of moderate to complex nature and implement effective solutions.
o Demonstrated ability to use computer software programs (e.g.; e-mail, word processing, spreadsheet, and project management) preferred.
o Ability to exercise sound judgment, flexibility, initiative and commitment in an environment of rapid change.
o Ability to work in a diverse work environment.
o Demonstrated effective interpersonal, verbal, and written communication skills. Ability to effectively communicate with internal stakeholders of the process.
o Knowledge of electric and steam generation operations is preferred.
o Experience with electric utility, oil and gas, or highly regulated industries preferred.