Document Control Specialist

Gemma Power Systems • Glastonbury, CT

3d • Onsite

About The Position

Gemma Power Systems is currently seeking a full-time Document Control Specialist to join our home office team in Glastonbury! This position reports to the Document Control Manager and is responsible for assisting in daily Document Control tasks, including supporting our document management system users and facilitating the review process for technical project documentation.

Requirements

• Bachelor’s degree or equivalent work experience required.
• Strong computer skills required – “second nature” capability with respect to common software including Excel, Word, Adobe, Outlook, and internet browsers.
• Exceptional communication skills required – must be able to communicate effectively in both verbal & written communication with all parties involved in a power plant project (including GPS office and site personnel, vendors, owners, and design engineers).
• Must be willing to travel to project job sites (especially in the initial phases to assist with project set-up); less than 5% of annual work schedule.

Nice To Haves

• Previous experience working in document management preferred.
• Previous experience working in a technical environment preferred.
• Previous experience using InEight Document preferred.

Responsibilities

• Maintaining the files within the document management system (InEight Document) and supporting users
• Performing administrative duties (e.g., inviting users, creating folders, deleting files)
• Supporting users’ requests, as permitted (e.g., grant additional access/permissions in system)
• Providing basic training (e.g., how to post or search for files)
• Troubleshooting based on user feedback directed to Document Control’s group email address (e.g., unable to log in)
• Processing and expediting of project documents (drawings, reports, and other technical documentation)
• Statusing files as part of the Engineering review process
• Notifying parties involved in the review process of overdue reviews
• Notifying project equipment suppliers and vendors of overdue submittals and re-submittals
• Participating in the initial non-technical review of files uploaded to InEight Document to ensure that basic requirements are met. For rejected files, the specialist must be able to articulate why files do not meet criteria.
• Electronic auditing of InEight Document project folders/files (e.g., misnamed files).
• Auditing of hard copy project site books during audits (organized by discipline).
• Additional reporting and auditing tasks, as assigned.
• Reviewing processes and procedures related to Document Control.
• Meeting annual goals and objectives set for the department.
• Working with Accounting and Engineering to process project vendors’ final payment requests (by confirming all Document Control requirements are met).
• Assisting with training new Document Control site personnel at the beginning of each project.

Benefits

• Advancement and Growth Opportunities
• Paid Time Off (PTO)
• Comprehensive Nationwide Health and Welfare Benefits
• Company-Sponsored Events
• Financial Planning and Savings Resources
• 401(k) Retirement Savings Plan
• Paid Holidays
• Work-Life Balance

What This Job Offers

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