Job Description

A JAB Recruitment Client is seeking a Senior Document Controller to add to their Drafting & Design Team. This role can be based out of Houston, Texas or Denver, Colorado

Please Note:

• This is a Contract-to-Hire position. Conversion to Permanent after successful 90 days or at the direction of the client company.
• Candidates must be local to either Houston, Texas or Denver, Colorado.
• This is an onsite position. Houston office location is in Greenway Plaza, Denver office location is in Lakewood.
• Candidates must be authorized to work in the US for any employer without present or future need for visa sponsorship. No visa sponsorship available.

POSITION OVERVIEW:

Responsible for developing and managing an Enterprise Document Management System (EDMS). The new yet to be purchased EDMS will house all drawings, specifications, and related documentation for projects and facilities in accordance with developed best practices for efficient and accurate retrieval. The EDMS will verify document receipt, utilize metadata to properly log them into project-specific databases, and distribute documents to other departments, shops, subcontractors, and other stakeholders as required with minimal manual intervention.

RESPONSIBILITIES:

• Work alone and coordinate, and eventually lead, a broader document control team in partnership with the Engineering and Project Execution teams, besides other key stakeholders.
• Establish a procedural framework for collecting the controlled documents, including developing and/or enhancing document control procedures and tools.
• Manage and enforce the collection, distribution and filing of controlled documents, including attention to document flow through the organization to validate correct processing and recording.
• Identify functional group needs for documentation management and incorporate into the EDMS.
• Conduct periodic “spot audits” or “over-the-shoulder-reviews” of functional groups’ document filing processes to ensure continuous improvement of the EDMS.
• Provide a system for assembling, consolidating, labeling, and filing all documents in the EDMS.
• Identify, maintain, and manage the data structure of required metadata to assure efficient retrieval of information and status reporting from all locations both internally and externally.
• Assure documentation is correctly transmitted between internal personnel, suppliers, sites, business units, and external partners.
• Provide electronic and/or paper copies of drawing and documentation logs as required.
• Assist Project Managers and Engineers in properly archiving and storing critical files.
• Prepare boxes and labels and arrange for storage space of hard copy documents if and when necessary.
• Maintain quality documents.
• Ensure data and assets are secure, confidential, and protected from cyberattack.
• Provide training to achieve a unified approach to document control and to seek collaboration and cooperation of the functional groups.
• Deal with a wide variety of people with tact, courtesy and professionalism.
• Speak clearly, both in person and by telephone, using a high level of verbal skills and listen carefully.
• Maintain a regular, dependable attendance and a consistently high level of performance.
• Will work non-traditional hours as needed.
• Maintain a high regard for personal safety, for the safety of company assets and employees, and the general public.
• Other daily, weekly, monthly or special project duties as identified and defined.
• Other duties as assigned.

MINIMUM REQUIREMENTS:

EDUCATION:

• Post-secondary study resulting in a minimum of an associate degree.
• A minimum of five (5) years direct work experience in document control and administration may be considered as a substitute for a degree.

EXPERIENCE/SPECIFIC KNOWLEDGE:

• Ten (10) years of experience in document control and administration.
• Intermediate proficiency level in MS Office applications that may include but are not limited to Excel, Word, Access, PowerPoint and Outlook.
• Extensive experience with Microsoft SharePoint and other Microsoft Office Suite applications.

CERTIFICATIONS, LICENSES & REGISTRATIONS:

• Must possess and maintain a valid driver’s license and a driving record satisfactory to the company and its insurers (for travel).

SKILLS & ABILITIES:

• Exceptional written and verbal communication skills, including the ability to professionally resolve errors made by others in transmitting documentation.
• Administrative organizational skills with experience tracking and processing large quantities of documents.
• Demonstrated understanding of the importance of maintaining good, accurate documentation and document management, with particular emphasis on detail.
• Interpersonal skills and ability to deal with a variety of people.
• Ability to set priorities and organize work to meet deadlines.
• High degree of initiative and ability to manage own tasks and workload.
• Must be able to perform all essential and marginal functions of the job.
• Must be able to work with a team, take direction from management, adhere to required work schedules, focus attention on details, and follow work rules.
• Ability to successfully perform multiple tasks with strict deadlines.
• Ability to organize and prioritize daily work.
• Job level commensurate with experience and skill sets; position will be filled depending on qualifications, experience and skill sets of the successful candidate.

WORKING CONDITIONS:

• Occasional overnight travel may be required.
• May be required to carry a cell phone and be available to respond during working and non-working hours.
• The successful candidate will be required to clear a drug screen and a complete background check, including a credit report for certain positions, after an offer has been extended and prior to being employed.

JAB Recruitment is an equal opportunity employer. Qualified applicants are considered for positions without regard to race, color, religion, sex, national origin, age, citizenship status, marital status, medical condition, physical or mental disability or any other legally protected status. EOE/M/F/D/V

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