Document Controller (Bay Area)

Jacobs Solutions • Oakland, CA

302d • $73,400 - $93,000 • Hybrid

About The Position

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.

Requirements

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

Nice To Haves

• 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

Responsibilities

• 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

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Professional, Scientific, and Technical Services
• Education Level: Bachelor's degree