Document Control Specialist II

Hill international • San Diego, CA

22d • Hybrid

About The Position

Hill International is seeking a Document Control Specialist II in San Diego, California. This role involves acting as a liaison between administrative staff, project managers, and team members, creating and updating project documents, integrating processes into Standard Operating Procedures (SOPs), and managing records from initiation to archival. The specialist will also be responsible for generating reports, coordinating tasks with other document control specialists, analyzing project documentation for potential issues, advising management on project risks, and communicating effectively with clients and stakeholders. Adherence to standards, SLAs, and templates is crucial, as is reporting project updates to management and stakeholders. Collaboration with stakeholders to refine best practices, support the project management team in change management, and create detailed project reports are key functions. The role also involves assessing gaps, monitoring business process improvements, providing training, acting as an agent of change for DMS implementation, and ensuring record coding and retention accuracy per Sempra Energy policies. Daily tasks include document naming, tagging, and enforcing protocols, with mentorship provided to a Document Control Assistant/Trainer. Continuous improvement and change management support are also expected.

Requirements

• High school graduate required.
• Bachelor's degree in construction management, engineering, or related field from accredited program or equivalent years of experience.
• 2-4+ years of direct work experience with a degree, or 4-8 years direct or relevant experience without degree.
• Act as a liaison between administrative staff, project managers, and team members.
• Have excellent SharePoint online skills including trouble shooting file transfers.
• SharePoint permissions experience with access and distribution groups.
• Understand the lifecycle of documents of record.
• Basic understanding of Power Automate workflows.
• Responsible for projects or portfolio worth $1 – 10 million and has experience with EPC projects.
• Proficient in Office 365 and Document management system such as SharePoint Online, Procore, Oracle unifier, OpenText, etc.
• Communicate effectively to a diverse audience of different levels of education and expertise verbally and in writing; able to present to a large audience; works well in one-on-one and group settings requiring excellent interpersonal skills.
• Must be local to San Diego.

Responsibilities

• Act as a liaison between administrative staff, project managers, and team members.
• Create and update program and project team documents and subsequent versions for multiple programs.
• Integrate known processes into Standard Operating Procedures (SOP).
• Responsible for records management from initiation to archival.
• Create routine and as needed reports, such as summary of outstanding items in project/program, key milestones and close out preparation.
• Coordinate tasks with other Document control Specialist.
• Analyze project documentation for compression opportunities and identify developing problem areas for close out.
• Advise management of risks that may affect projects and reporting.
• Communicate timely and effectively with clients and stakeholders.
• Adhere to the prescribed Standards, SLAs, and templates.
• Reports project and updates of group directly to manager & other key stakeholders.
• Collaborate with stakeholders to create and refine best practices.
• Support project management team to maintain timely and effective change management process, procedures.
• Create summary and detailed project reports for management and project team members including analysis any delays, outstanding process and procedures.
• Assess gaps and key requirements for meeting deadlines.
• Monitor and facilitate business process improvement changes or process changes in DMS.
• Provide consistent and standardized training for all new / existing team participants.
• Act as an “agent for change” in the company’s DMS implementation and complete transition.
• Focus on record coding and retention accuracy to certify proper handling of important files, documents, and forms per Sempra Energy policies.
• Perform daily document management tasks such as naming and tagging documents, enforcing document management protocols.
• Provide mentorship to Document control Assistant/Trainer.
• Support continuous improvement activities and change management.

Benefits

• Medical
• Dental
• Vision
• Employer Paid Life and Accidental Death & Dismemberment Insurances
• Business Travel Accident Insurance
• Short-Term Disability
• Long Term Disability
• Flexible Spending Account
• Health Savings Account
• Dependent Care Flexible Spending Account
• Commuter Benefits
• Legal Assistance
• Identity Theft Protection
• Pet Insurance
• Auto & Home Insurance
• Critical Illness Insurance
• Accident Insurance
• Hospital Indemnity Insurance
• Voluntary Life & Accidental Death & Dismemberment Insurance
• Paid Time Off (PTO)
• Holidays
• 401(K) Retirement Savings Plan
• Employee Referral Program
• Professional Certification Incentive Program
• Hill University Learning and Development
• Tuition Reimbursement
• EAP
• Years of Service Awards Program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level