Business Control Specialist

Ferrovial•Austin, TX

About The Position

This role manages all document lifecycle stages for Cintra Toll Services LLC, ensuring compliance with policies and contract requirements, including invoicing and change orders, product documentation, escrows, budget tracking and processes and procedures. It collaborates with legal, accountancy, project, and department managers to support project and contract execution, provides training, and serves as the main contact for system management queries.

Requirements

Bachelor’s degree or equivalent relevant experience
3+ years of experience working in a contract management and document control environment.
Extremely organized, detail-oriented, and systematic
Ability to work independently and interact with colleagues in a self-managed team structure.
Must be able to multitask, problem solve and implement innovative processes within a fast-paced environment.
Demonstrate computer proficiency with Microsoft Office software (e.g. Microsoft Excel, Word, PowerPoint, SharePoint, Teams etc.) and other PC-based programs (e.g. Adobe Acrobat Sign, Jira)
While performing the duties of this job, the employee is regularly required to see, talk, and hear. The employee is frequently required to stand, walk, climb, and/or sit.

Nice To Haves

Working knowledge of contract management systems or software is a plus.
Familiarity and documented prior work experience with one or more electronic document management system software programs.

Responsibilities

Own and manage the central repository, working in a contract management role to ensure that all paperwork is drafted and implemented, as per national and company-wide policy compliance policies. The candidate will manage the document lifecycle from start to finish.
Create and maintain a contract management system internally to simplify the workflow related to contracts.
Maintain rigorous and organized records of all contract-related communications and documentation for established contracts and those in progress (change orders, amendments, deliverables).
Ensure the traceability of all documents to their corresponding contracts.
Continuously assess and enhance operational workflows and documentation practices to improve efficiency, accuracy, and consistency across systems and teams.
Inform parties involved in contract negotiations (project managers, legal, customers and vendors) to renewals or extensions and track all formal communications between Cintra and various accounts.
Review and manage new and pending invoices, and support monthly budget reporting and financial tracking.
Work with the compliance manager to ensure that the processes and the evidence of the different controls established by the company are properly registered and available.
Ensure key company documents are securely stored in the central repository, with the latest versions readily accessible and compliant with escrow requirements.
Responsible for maintaining auditable records in an organized and systematic way
Establish a documented procedure to define the controls needed for the identification, storage, protection, retrieval, retention, and disposition of records.
Prevent unintended use of obsolete documents and apply suitable identification to them if they are retained for any purpose.
Control receipt of documentation and records for the purpose of centralized collection, distribution, filing, and tracking of project related documents
Maintain distribution lists and distribute project related documents to appropriate parties for review, comment, or approval within applicable timeframes.
Provide system administration of document control software, maintenance of security and groups, and training of personnel, troubleshooting and reporting any system errors with loss of functionality to IT support systems.
Perform other duties as the supervisor may deem necessary.