Document Controller - Right-Of-Way

LJA • Round Rock, TX

1d • Onsite

About The Position

As a Document Controller, you will be responsible for providing support throughout the project lifecycle. Support includes file management, ensuring naming convention consistency, drafting documents related to acquisition based on forms, and other organization of file records and information. The Document Controller acts as a liaison between internal team members to ensure that documentation needs are met and project timelines are supported through efficient document workflows. This is a 100% office-based position.

Requirements

• 4-Year College Degree (other education and experience may qualify as a substitution)
• Strong computer skills with specific knowledge of Microsoft Office Suite (Word, Excel, Outlook, TEAMs) and SharePoint
• Document control experience
• Exceptional attention to detail and organizational skills
• Experience in the right of way, real estate, or legal industry
• Experience with SharePoint and FTP sites
• Demonstration of self-motivation and ethical behavior
• Ability to continuously and proactively collaborate, share, seek guidance, and receive feedback through open dialogue
• Possess a positive attitude and a desire to learn
• Willingness to adapt work schedule based on project document control needs
• Ability to work independently but also work as a team player
• Ability to plan and organize workload, adjust changing priorities, and work well under pressure
• Able to manage multiple priorities under tight deadlines
• Possess critical thinking and problem-solving attributes
• Sit for extended periods of time working on a computer with various software applications
• Intraoffice and Interoffice mobility required to attend project meetings, client meetings, and meetings with team members and support staff
• Actively participate in meetings to follow-up with team members and clients on action items
• Work under pressure to meet deadlines
• Capable of quickly evaluating accuracy in real estate acquisition documents

Responsibilities

• Organize and maintain the storage and archiving of project records and provide guidance to team members in the appropriate storage of project documentation
• Maintain multiple databases and input data
• Configure and maintain SharePoint document libraries, lists, and file structures to support project documentation and growth
• Define, manage, and improve metadata for better document tracking, searchability, and reporting capabilities
• Perform quality check to ensure adherence with internal and contract requirements, and clearly communicate required deliverable corrections when quality check requirements are not met
• Communicate with team members in multiple geographic locations and work with subconsultants on a particular project basis
• Participate in meetings and draft/compile meeting minutes
• Enforce document control standards and quality assurance processes
• Track deliverables, action items, transmittals, and other project activity
• Work with vendors to ensure deliverables on projects are being received
• Monitor document workflows to ensure timely completion of deliverables
• Assist multiple team members with project needs
• Maintain document control emails and file content appropriately
• Review and analyze title commitments and support documents
• Prepare documents as requested using approved templates
• Manage influx of multiple daily requests with close attention to time-sensitive information
• Scan documents as received, upload them into the document management system and enter into appropriate database systems
• Prepare various letters and packages for mailout
• Process Travel Request Forms
• Review invoices to verify appropriate dates and support documentation
• Maintain hard copy files
• Perform other duties assigned or required to meet objectives of position

Benefits

• Multiple plan options for health, dental, and pets
• Paid maternity and parental leave
• Tuition reimbursement
• In-house courses provided by our Learning and Development team
• Referral Bonuses
• Company-sponsored volunteer days and philanthropic initiatives
• Memberships to industry organizations
• Great internal mobility opportunities
• LJA social events, employee sports teams, bring your kid to work day, and more

What This Job Offers

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