Document Controls Coordinator

Traylor Bros. Inc. • Secaucus, NJ

12d

About The Position

Traylor Bros., Inc. (TBI) is seeking a Document Controls Coordinator to ensure the timely and effective completion and management of Document Control functions within the team on the project. This role requires working with minimum supervision and championing the effort. The coordinator will execute document and change management processes, ensuring accuracy and thoroughness before release, including procedures, processes, and specifications. Sound judgment is essential in evaluating requirements and factors in change management, where analysis of documents, interrelationships, and impact is critical. The Document Control Coordinator will also support various staff efforts on assigned projects and coordinate the documentation process with production field staff.

Requirements

• Outstanding communication, time management, organizational, partnering, mentoring and technical writing skills.
• Willing to work as an active team member in a very fluid, fast-paced, and diverse personality environment.
• Understanding of the application of business processes in the Construction environment.
• Proficient with MS Office products (Word, Excel, PowerPoint).
• Ability to implement and manage web-based document control systems.
• Ability to work in high production environment and respond quickly and effectively under pressure and deadlines.
• Ability to manage multiple priorities with close attention to detail.
• Self-starter; able to seek out resources and structure own workflow.
• Bachelor’s degree in Business Administration, or equivalent field of study.
• 5+ years’ experience in document controls.

Nice To Haves

• Experience in using the document control platform Procore is preferred.

Responsibilities

• Coordinates and oversees all document control functions as required by the project and client contract requirements.
• Ensures the security of all documents in all formats (paper, electronic, etc.).
• Ensures that all documents required for new and existing products are processed in a timely and correct manner.
• Ensures all documents are completed correctly by the responsible party, reviewed, corrected if necessary and uploaded promptly.
• Works in parallel with project controls to coordinate efforts so that uniformity and symmetry are maintained throughout the entire project life cycle.
• Uploads and coordinates all documentation with the client’s software management system.
• Regulates the change process so that only approved and validated changes are incorporated into released product documentation.
• Guides cross-functional teams in leading organizational practices related to documentation practices as it relates to the project.
• Responsible for the proper formatting and editing of documents.
• Responsible for the proper organization, filing, archiving, and secure destruction of all electronic and paper-related documents.
• Participates in project-related and/or other meetings by recording meeting minutes and submitting minutes to the client, as needed.
• Support regulatory, certification and third-party internal & external audits in the facilitation of document retrieval and coordination.
• Interfaces with internal and external customers to convey requirements, resolve issues and/or transfer documentation as needed.

What This Job Offers

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