Document Controller - Right-Of-Way

POSITION OVERVIEW

The Document Controller will support the project lifecycle by providing file management, ensuring consistent naming conventions, drafting acquisition-related documents, and organizing file records and information.

TYPICAL DAILY RESPONSIBILITIES

• Organize and maintain storage and archiving of project records, providing guidance to team members on appropriate storage of project documentation.
• Maintain multiple databases and input data.
• Configure and maintain SharePoint document libraries, lists, and file structures to support project documentation and growth.
• Define, manage, and improve metadata for better document tracking, searchability, and reporting capabilities.
• Perform quality checks to ensure adherence with internal and contract requirements, and communicate required deliverable corrections when necessary.
• Communicate with team members in multiple geographic locations and work with subconsultants on a project basis.
• Participate in meetings and draft/compile meeting minutes.
• Enforce document control standards and quality assurance processes.
• Track deliverables, action items, transmittals, and other project activity.
• Work with vendors to ensure deliverables on projects are being received.
• Monitor document workflows to ensure timely completion of deliverables.
• Aid multiple team members with project needs.
• Maintain document control emails and file content appropriately.
• Review and analyze title commitments and support documents.
• Prepare documents as requested using approved templates.
• Manage influx of multiple daily requests with close attention to time-sensitive information.
• Scan documents as received, upload them into the document management system, and enter into appropriate database systems.
• Prepare various letters and packages for mailout.
• Review invoices to verify appropriate dates and support documentation.
• Maintain hard copy files.
• Avoid repetitive tasks by delegating responsibilities as needed.

REQUIRED QUALIFICATIONS

• 4-Year College Degree (or equivalent combination of education and experience)
• Strong computer skills with specific knowledge of Microsoft Office Suite (Word, Excel, Outlook, TEAMs) and SharePoint
• Document control experience
• Exceptional attention to detail and organizational skills
• Experience in the right of way, real estate, or legal industry
• Experience with SharePoint and FTP sites
• Demonstration of self-motivation and ethical behavior
• Ability to continuously and proactively collaborate, share, seek guidance, and receive feedback through open dialogue
• Possess a positive attitude and a desire to learn
• Willingness to adapt work schedule based on project document control needs
• Ability to work independently but also work as a team player
• Ability to plan and organize workload, adjust changing priorities, and work well under pressure
• Possess critical thinking and problem-solving attributes