Document Controller (Bay Area)

Jacobs Solutions-posted 8 months ago

$73,400 - $93,000/Yr

Full-time • Mid Level

Hybrid • Oakland, CA

Professional, Scientific, and Technical Services

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At Jacobs, we're challenging today to reinvent tomorrow by solving the world's most critical problems for thriving cities, resilient environments, mission-critical outcomes, operational advancement, scientific discovery and cutting-edge manufacturing, turning abstract ideas into realities that transform the world for good. Our People & Places Solutions business reinforces our drive to improve the lives of people everywhere and epitomizes the 'why' of what we do - the tremendous positive impact and value our solutions bring to our communities and society as a whole. This is an ON-SITE position, in the Bay Area. You will need to reside in (or willing to relocate to) the Bay Area, to be considered.

Manages the incoming and outgoing documents (internal and external)
Checks compliance and quality of documents, adheres to the checklist
Proactively conduct 'spot audits' and 'over-the-shoulder-reviews' of Project Teams to facilitate their understanding of and enhance their compliance to Document Controls procedures
Implement and maintain coordinated and consistent document filing system for the program
Maintains the document, correspondence and RFI registers
Files the incoming and outgoing documents, correspondence and RFIs
Distributes documents to relevant people
Liaises with Consultant / Contractor / Subcontractor DC Team for any document control issues
Regularly updates the Document Distribution Matrix in EDMS
Reserve and issue reference numbers for Program correspondence and documents, as required
Expedite document creation, review, signature approval, and release of internally produced documents
Register the metadata, receive, track, and control documents using the EDMS to maintain the document databases
Assist users in capturing and locating electronic information
Ensure that all governance documents are updated, and a proper audit trail is maintained
Maintain the proper archiving of all hard copies in the Document archival room for easy retrieval
Formally issue documents as per the agreed/ approved Document distribution matrix
Control over documentation modification, distribution, issuance (as per procedure) during its whole lifecycle
Responsible for the storage of the active and archived documents
Responsible for identifying, collecting, indexing, filing, maintaining and disposal of quality records
Arranging for scanning/printing of drawings / documents and other documentation if required
Performs such assignments and duties assigned by the management as deem necessary from time to time

Bachelor Degree or equivalent experience
5 years plus experience in related role required

Strong analytical and problem-solving skills
Excellent organizational skills and attention to detail
Excellent verbal and written communication skills
Excellent time management skills with a proven ability to meet deadlines
Excellent interpersonal and customer service skills
Knowledgeable in Document Control Procedures
Proficient in Document Quality Control
Proficient in Document Numbering Systems
Proficient in Revision Control/Document Changes
Ability to manage multiple Consultants and Contractors

Medical, dental, vision, and basic life insurance
401(k) plan
Ability to purchase company stock at a discount
Deferred compensation plan or the Executive Deferral Plan
Unlimited U.S. Personalized Paid Time Off (PPTO) policy for full-time salaried/exempt employees
Seven paid holidays
One floating holiday
Caregiver leave
Merit increases, performance discretionary bonus, and stock for certain roles

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Document Controller (Bay Area)

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