Document Management Technician

About the role

As part of the Project Team under the direction of the Project Records Manager, this position provides document management support, guidance, and coordination of work scope between home office, alternate execution centers (AEC), design partners, jobsite, and client.

Responsibilities

• Participates in the maintenance of the document management system and assists with establishing work processes.
• Interfaces with project team members, client, design partners, and field personnel on a routine basis for the resolution of questions, issues, or actions relating to document management.
• Keeps abreast of department/project technologies, techniques, and services that are available.
• Maintains effective communication with other project team members, client, and field personnel to ensure quality and schedule are met as defined, and provides effective problem resolution with the team.
• Makes sure data entry accuracy for assigned tasks by performing daily, weekly, and monthly quality checks on all documents to verify data accuracy. Ensures records are complete and accurate and compliant with procedural requirements.
• Supports audits for quality assurance, internal technical reviews, client reviews, and ISO 9001.
• Reviews, logs, indexes, distributes, maintains, retrieves, and files a wide range of project records and revision-controlled documents (e.g., drawings, specifications, supplier submittals, correspondence, material requisitions, construction work packages, change documents, etc.) in accordance with established procedures, instructions, and guidelines.
• Aids project team members in resolving questions or issues related to document numbering, work process, electronic signatures, document legibility, etc.
• Provides guidance to project personnel on records security classification policy and procedures.
• Assembles information needed to support project activities.
• Creates and distributes document processing reports, as requested.
• Provides metrics, as requested.
• Performs other tasks as assigned by supervisors and managers.
• Able to work overtime on short notice as required.

Requirements

• Bachelor's degree; or in lieu of degree, five (5) years of relevant work experience.
• Must have the right to work and remain in the United States without sponsorship.
• Must be able to pass a drug screen and background check.
• Intermediate to expert proficiency in Microsoft Office Word, PowerPoint, Outlook, and Excel.
• Intermediate to expert proficiency in Database entry and filing.
• Demonstrated knowledge of implementation and instruction on automated applications relative to document control, scheduling, and collaboration.

Qualifications

• Experience in document control practices and processes.
• Excellent working knowledge of computer applications.
• Function well in a fast-paced environment and deal with pressure in a professional manner.
• Proactive, uses individual initiative, follows assignments through to completion, pays attention to detail, produces quality products, and adheres to tight deadlines.
• Ability to learn new software applications and train others on software use.
• Ability to provide guidance to others in work group.
• Possesses a high degree of flexibility, has strong interpersonal skills, and a proven record as a team player.
• Effectively deals with and adjusts quickly to changing priorities.
• Good oral and written communication skills.
• Willingness to travel as required.