Document Controls Specialist Job Description

Document Controls Specialist Job Description

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Document controls specialist provides oversight of the laboratory document control system (SoftTech Health Document Management System) to ensure policies, processes and procedures are approved and implemented.

Document Controls Specialist Duties & Responsibilities

To write an effective document controls specialist job description, begin by listing detailed duties, responsibilities and expectations. We have included document controls specialist job description templates that you can modify and use.

Sample responsibilities for this position include:

The function defines standards and workflows for document management leads the collection, authoring, publication, storage and retrieval of documents
Define normal standards and workflows for document management administers the collection, authorizing, publication, storage and retrieval of documents
Prepare records for inactive storage according to the Records Retention Schedule
Use computer-aided drafting, spreadsheet, and word processing programs to modify standard specifications, details, and other electronic files to satisfy project-specific requirements
Coordinate work with other disciplines and outside Design Professional firms on LBNL AutoCAD policy, standards
Make sure that all project documents are well-checked and submitted prior to the submission due date
Undertake document classification, sorting, filing, archiving, and retrieval of documents in accordance with company project document indexing and filing system
Receive all incoming correspondences and scan and register all incoming technical documentation for engineering and contractor deliverable documentation
Ensure that a project document processing turn-around time is achieved and maintained and recorded
Distribute and file all deliverable documentation in accordance with document management procedures and work instructions

Document Controls Specialist Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Document Controls Specialist

List any licenses or certifications required by the position: MRPT, US

Education for Document Controls Specialist

Typically a job would require a certain level of education.

Employers hiring for the document controls specialist job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Engineering, Construction Management, Business, Architecture, Business/Administration, Associates, Technical, Education, Construction, Management

Skills for Document Controls Specialist

Desired skills for document controls specialist include:

Document controls processes
Expedition Contract Manager
Similar PIMS desired
Various document control applications to collect
Document controls principles
Maintain and distribute all necessary
Commonly-used practices and procedures related to the document management field
Corporate Procurement requirements and procedures and ensure they are implemented and adhered to
Microsoft Office Application and PC skills
Construction documentation

Desired experience for document controls specialist includes:

Receive, update, store, and monitor requests for information (RFI)
Carry out administrative tasks such as filing, copying, binding, scanning, as required
Provide support for project managers and compliance follow-up for audit purposes
Enters data and produces reports using other standard office automation or department-specific computer applications
Verifies retention requirements, arranges document cataloging, packing, and long-term storage or disposal of appropriate documents at time of closeout
Ability to work 9am to 6pm Monday through Friday and are available for potential daily overtime

Document Controls Specialist Examples

1

Document Controls Specialist Job Description

Job Description Example
Our company is growing rapidly and is looking for a document controls specialist. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for document controls specialist
  • Performs administrative functions for design team, including assisting in onboarding of new team members
  • Assists the Project Manager with managing financial accrual logs and spend rates
  • Provides documentation and reports pertaining to client invoices
  • Manages documentation for design team
  • In charge of electronic storage and archiving using data storage management programs
  • Interfaces with design management team, task leaders, and sub-consultants
  • Develops presentations using MS Office tools – PowerPoint, Word, Excel
  • Owns and manages electronic documents and data archiving structure and convention
  • Ensures material is grammatically correct
  • Reviews and coordinates the production of copy to ensure that the result is cohesive, logical and readable and that it conveys the intent and meaning of the effort
Qualifications for document controls specialist
  • Must possess a strong work ethic and attention to detail and enjoy learning new skills
  • The candidate should have at least 2 years of experience with document control systems and handling large amounts of project data, Without preferred degree, 6 years experience in project controls, document control, and/or technical administrative support required
  • Recommends revisions in scope, format and content
  • Reviews, proofs, corrects, and amends material in various stages of development as needed
  • Ensures documents meet editorial and government specifications and adhere to company standards for quality, graphics, coverage, format and style
  • May arrange for final printing and binding
2

Document Controls Specialist Job Description

Job Description Example
Our growing company is hiring for a document controls specialist. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for document controls specialist
  • Communicates information in written and verbal formats
  • Compiles statistical data for the preparation of reports, schedules and checklists
  • Bachelor's degree in Engineering, Architecture, Construction Mgmt or Business 4 years related experience
  • Assist field office staff and others with the timely retrieval of documents
  • Conduct periodic quality assurance audits on all documents, files, databases and file storage systems
  • Document Controls experience from the Architectural / Engineering / Construction field is strongly preferred
  • Prepares electronic document templates
  • Maintains the master electronic project files
  • Maintains the electronic project record files
  • Maintains document libraries
Qualifications for document controls specialist
  • High school diploma or demonstrated equivalent and advanced administrative training
  • 6+ years of experience performing administrative functions within a corporate or industrial environment
  • Exposure to document management and/or technical writing
  • High level proficiency in the use of Microsoft Word, Excel, PowerPoint, and Outlook
  • Minimum 10 years of document control experience in the construction field
  • Must have ability to interface and communicate effectively with others
3

Document Controls Specialist Job Description

Job Description Example
Our company is growing rapidly and is searching for experienced candidates for the position of document controls specialist. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for document controls specialist
  • May require familiarity with FTA processes in order to code and document files appropriately and be efficient with project systems
  • Candidate must be able to provide weekly reporting to Project Manager and Project Controls manager on submittals, RFI’s, NCR’s, Change Orders, and project status for distribution and updates to executive team
  • Benchmark and evaluate existing document control practices, identify gaps and make improvements
  • Assist in the maintenance of the Document Control procedures, associated forms and tools
  • Establish a project Control & Distribution Table in conjunction with relevant parties and departments, which summarizes the specific document control requirements and work flows internally and externally
  • Attend and participate in construction and other meetings as required
  • Research and verify accuracy and completeness of construction documents including submittals, O&M’s and As-Built Drawings
  • Download construction documents from contractor managed sites and upload / organize documents per the client’s requirements using in-house databases
  • Add metadata to the existing documents using client established methods to allow for better organization and search capabilities of the documents
  • Represent the firm around the site and partner with staff members, management and other consultants to resolve problems accurately, smoothly and completely at a high standard
Qualifications for document controls specialist
  • Attend work on a regular basis
  • Ability to be self-motivated and work independently, without direct supervision
  • Ability to work with a variety of personalities and achieve positive results and build relationships
  • Bachelor Degree or High School Diploma with recognized equivalent years of experience
  • Architecture / Engineering / Construction experience is highly preferred
  • Work with other staff members as required
4

Document Controls Specialist Job Description

Job Description Example
Our growing company is searching for experienced candidates for the position of document controls specialist. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for document controls specialist
  • Provides office, project, and administrative support including preparation of correspondence, reports, meeting minutes, and slide presentations, ordering of supplies, and receptionist duties
  • Provides document control support in accordance with document control procedures including copying and filing documents, receipt and distribution of incoming and outgoing documents, entering documents into the MIS (SharePoint, Prolog or other document control systems), and related duties
  • Responsible for maintaining the final project archive documents per DGS record requirements
  • Assists in processing incoming and outgoing RFCs, RFIs, Submittals, Pay Requests, PCOs, COs, Safety Concerns, Non-Compliance Notices, and other construction management related documentation at the site
  • Work directly with client to meet various needs within the document control group
  • Defines standards and workflows for document management leads the collection, authoring, publication, storage and retrieval of documents
  • Perform Lead Document Controls Specialist department reading assignments (all procedures)
  • Establish and manage project distribution schedule, with input from project leads Identify and manage project record quality trends
  • Manage and prioritize RIM work packages for project
  • Manage and prioritize work for RIM personnel on project
Qualifications for document controls specialist
  • Requires 2-4 years document management, quality control, information technology or other similar experience
  • Create, receive, log, track, retrieve, archive, and distribute documents, in both electronic and paper format for project record maintenance
  • Minimum of 2 years of document controls position or heavily related position within a construction or engineering environment
  • CAD System and Document Control Management/Administration
  • 5+ years experience in engineering document control environment preferred
  • Must be self-motivated with a proactive approach to working with diverse teams
5

Document Controls Specialist Job Description

Job Description Example
Our company is looking to fill the role of document controls specialist. Thank you in advance for taking a look at the list of responsibilities and qualifications. We look forward to reviewing your resume.
Responsibilities for document controls specialist
  • Establish Docbase groups
  • Interface with project team on any technical issues
  • Participate in weekly project meeting
  • Communicate to Regional RIM manager on project updates
  • Provide guidance and supervision to assigned project Document Control personnel
  • Manage and maintain register tables
  • Provide communication and customer service to internal
  • Non-technical review functions
  • Meet with Design Build Contractors employee(s), DBE team, manager(s), or client(s), during DBE meetings, compliance monitoring and audits
  • Providing clerical, administrative and document control/records management support to the construction management team
Qualifications for document controls specialist
  • Responsible for Receiving Project Drawing and Technical Specifications (Design Documents) updates from the Owner, logging their receipt, and distribution to the team members
  • Responsible for developing key project control policies and procedures as needed and implementing these with the team, including any group or one-on-one training as necessary to convey intent and practice
  • This hire will preserve engineering project documents in the Technical Reference Center (TRC), Engineering’s technical library
  • Accurate sorting and filing
  • Requires 3-5 years minimum experience in document management and quality control within a construction or engineering environment
  • Candidate must meet the criteria for access to the company’s, partners’, and clients’

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