Document Controller: Construction (Bay Area)

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About the position

Responsibilities

  • Manages the incoming and outgoing documents (internal and external)
  • Checks compliance and quality of documents, adheres to the checklist
  • Proactively conduct 'spot audits' and 'over-the-shoulder-reviews' of Project Teams to facilitate their understanding of and enhance their compliance to Document Controls procedures.
  • Implement and maintain coordinated and consistent document filing system for the program
  • Maintains the document, correspondence and RFI registers
  • Files the incoming and outgoing documents, correspondence and RFIs
  • Distributes documents to relevant people
  • Liaises with Consultant / Contractor / Subcontractor DC Team for any document control issues
  • Regularly updates the Document Distribution Matrix in EDMS
  • Reserve and issue reference numbers for Program correspondence and documents, as required
  • Expedite document creation, review, signature approval, and release of internally produced documents.
  • Register the metadata, receive, track, and control documents using the EDMS to maintain the document databases.
  • Assist users in capturing and locating electronic information
  • Ensure that all governance documents are updated, and a proper audit trail is maintained.
  • Maintain the proper archiving of all hard copies in the Document archival room for easy retrieval.
  • Formally issue documents as per the agreed/ approved Document distribution matrix.
  • Control over documentation modification, distribution, issuance (as per procedure) during its whole lifecycle
  • Responsible for the storage of the active and archived documents
  • Responsible for identifying, collecting, indexing, filing, maintaining and disposal of quality records
  • Arranging for scanning/printing of drawings / documents and other documentation if required.
  • Performs such assignments and duties assigned by the management as deem necessary from time to time

Requirements

  • Bachelor Degree or equivalent experience
  • 5 years plus experience in related role required
  • Strong analytical and problem-solving skills
  • Excellent organizational skills and attention to detail
  • Excellent verbal and written communication skills
  • Excellent time management skills with a proven ability to meet deadlines
  • Excellent interpersonal and customer service skills
  • Knowledgeable in Document Control Procedures
  • Proficient in Document Quality Control
  • Proficient in Document Numbering Systems
  • Proficient in Revision Control/Document Changes
  • Ability to manage multiple Consultants and Contractors

Benefits

  • Medical, dental, vision, and basic life insurance
  • 401(k) plan
  • Ability to purchase company stock at a discount
  • Deferred compensation plan or the Executive Deferral Plan
  • Unlimited U.S. Personalized Paid Time Off (PPTO) policy for full-time salaried/exempt employees
  • Seven paid holidays
  • One floating holiday
  • Caregiver leave
  • Merit increases, performance discretionary bonus, and stock for certain roles
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