Document Control Specialist

Aston Carter • Merrillville, IN

7d • $38 - $38 • Onsite

About The Position

Responsible for all records and document management and overall performance
Advises on processes, issues, urgent matters, and directs how work is executed
Establishes protocols for internal and external stakeholders
Oversees day-to-day activities of the Document Control team
Provides direction, guidance, and training to Document Control and project teams
Ensures consistent and effective information management across the project
Develops, maintains, and supports the project’s Information Management Plan aligned with the Capital Project Management System
Defines document strategies for Internal, External, and Vault SharePoint sites, EDMS, and paper records
Assesses project requirements and makes decisions on information management needs
Develops Document Control practices and procedures for field offices and supports implementation
Conducts business analysis of information flows to determine appropriate processes
Assists teams in meeting project schedules, quality, and information management best practices
Collaborates with stakeholders to manage and protect information
Utilizes project management skills to manage multiple initiatives and provide progress/status reporting
Conducts self-audits, identifies gaps, and implements corrective actions
Leads continuous improvement initiatives to optimize SharePoint and related systems
Coordinates publication of training materials, FAQs, and cheat sheets
Plans and delivers training sessions (in-person, conference calls, WebEx)
Makes decisions and recommendations on complex issues without formal guidelines, interpreting policy resourcefully
Establishes protocols for information updates with project entities
Sets up and maintains records management and documentation systems
Operates and maintains systems for collection, classification, retrieval, and retention of records, images, documents, and information

Requirements

• 5-10+ years of document control-related experience in the construction, utilities, architecture, telecommunications, manufacturing, or similar industry
• A.S. Degree or Bachelor's Degree is strongly preferred
• Proficient in MS Excel
• SharePoint experience is preferred

Nice To Haves

• A.S. Degree or Bachelor's Degree
• SharePoint experience

Responsibilities

• Records and document management
• Advising on processes, issues, and urgent matters
• Establishing protocols for internal and external stakeholders
• Overseeing day-to-day activities of the Document Control team
• Providing direction, guidance, and training to Document Control and project teams
• Ensuring consistent and effective information management across the project
• Developing, maintaining, and supporting the project’s Information Management Plan
• Defining document strategies for SharePoint sites, EDMS, and paper records
• Assessing project requirements and making decisions on information management needs
• Developing Document Control practices and procedures for field offices
• Conducting business analysis of information flows
• Assisting teams in meeting project schedules and quality standards
• Collaborating with stakeholders to manage and protect information
• Utilizing project management skills to manage multiple initiatives
• Conducting self-audits and implementing corrective actions
• Leading continuous improvement initiatives to optimize SharePoint and related systems
• Coordinating publication of training materials
• Planning and delivering training sessions
• Making decisions and recommendations on complex issues
• Establishing protocols for information updates with project entities
• Setting up and maintaining records management and documentation systems
• Operating and maintaining systems for collection, classification, retrieval, and retention of records

Benefits

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 1,001-5,000 employees