Document Control Specialist

Primary Responsibilities

Digital Filing

• Receive, locate, and download digital files.
• Create compiled PDF documents using Bluebeam.
• File documents on external file storage services, and internal server and software systems.
• Change file structure of packages received as necessary.
• Ensure latest drawings are stored in all correct locations.

Data Verification & Management

• Import files to software systems, and note and/or resolve any import errors.
• Compare bill of materials to information in Tekla PowerFab.
• Ensure correct quantities, materials, and remarks imported.
• Refer to detail drawings when discrepancies arise.
• Make accurate changes to data.
• Occasionally view and edit KSS files to adjust the code.
• Generate reports to distribute to internal and external parties.

Communication and Information Flow

• Stay on top of emails to know when new packages are ready for release.
• Distribute documents via email to notify internal team that items are ready to begin the next steps in production.
• Request information from the Production and/or Operations departments about which packages to prioritize.
• Send and receive files to and from external parties using email and online file sharing services.
• Fill out relevant tracking spreadsheets when tasks are completed.
• Forward information to relevant parties as needed.

Problem Solving and Process Improvement

• Continually identify issues with and improve processes for document distribution.
• Recommend and help to implement systems to improve workflows, communication, and/or digital processes.
• Reduce room for error by improving and standardizing communication.
• Advise other departments on file and document management strategies.
• Streamline and/or automate repetitive processes.

Reliability and Working Independently

• Meet deadlines for document submittals.
• Identify action items and prioritize tasks.
• Take a proactive approach to solving problems and answering questions using resources available.
• Accurately report when tasks can be completed.
• Attend meetings and take notes on upcoming and active tasks and requests.

Minimum Qualifications

• Attention to detail
• Intermediate computer skills
• Ability to learn new software
• Organizational skills
• Ability to follow written instructions
• Familiarity with Microsoft Outlook and Microsoft Suite products
• Ability to manage competing deadlines and prioritize tasks appropriately
• Ability to work independently and as part of a team
• Problem solving skills
• Excellent communication and follow-through

Preferred Qualifications

• Ability to interpret detail drawings
• Familiarity with Tekla EPM or similar software
• Experience using Smartsheet or other spreadsheet software
• Knowledge of computer coding languages, especially Python
• Experience in structural steel, construction, fabrication, or similar industries
• Familiarity with data management and/or analysis

What We Can Offer You

• Inclusive Medical, Dental, Vision, Accident, and Illness insurance
• Company paid Disability and Life insurance
• Health Savings Account contribution of up to $1,000 per year
• 401(k) retirement savings program with a company match
• Employee Assistance Program including discounts with major vendors & products
• Mental and physical wellness programs
• Competitive time off package including vacation, sick, and holiday pay
• Career advancement opportunities with a stable well-established organization
• Tuition reimbursement program and access to LinkedIn Learning course