Document Controls Specialist

Ames Construction • Bagdad, AZ

19h • $55,000 - $75,000

About The Position

The Document Controls Specialist is responsible for managing a large volume of incoming and outgoing construction documents at the project site to ensure operations run safely, smoothly, and effectively. This position offers a wide range of job responsibilities and provides opportunities for upward mobility, allowing you to continue advancing in various areas of project support. The Document Controls Specialist is critical to keeping an organized project record and ensures all parties have the information needed to complete construction activities. The Document Controls Specialist is client-facing and acts as a gatekeeper to mitigate project and business risks. This position reports to the Project Controls Manager and will receive ongoing training and guidance to optimize project performance.

Requirements

• Bachelor’s or associate degree in Technical Communication or related field.
• Experience in office work, documentation, and control preferred.
• Excellent communication skills, both oral and written.
• Strong client service attitude with ability to interface with clients and maintain lasting, positive relationships.
• A positive attitude and aptitude to support diverse teams is a must.
• Must be able to exercise discernment and problem-solving when new circumstances arise outside set document control procedures.
• Ability to work under tight deadlines and on our initiative.
• Able to establish priorities to maintain a balance between short- and long-term activities.
• Proficiency in Microsoft Office Suite, with emphasis on Excel, Word, Outlook, and PowerPoint required.
• Ability to assess various levels of risk associated with safety, quality, schedule, and budget in carrying out tasks and flagging documents for additional review.
• Ability to work independently, multi-task, and manage priorities.
• Ability to adapt to change in a dynamic environment.

Nice To Haves

• Mining and/or Construction industry experience is a plus.
• Experience in software such as Aconex, SharePoint, Bluebeam, and Adobe Creative Suite preferred.

Responsibilities

• Work collaboratively with Project Managers and Project Engineers to issue various submittals and requests for information (RFIs) to the client.
• Manage numbering and filing systems for project documents such as work plans, material data, survey data, non-conformance reports, presentations, meeting minutes, agendas, requests for information, etc.
• Maintain detailed logs of incoming and outgoing documents.
• Facilitate timely internal and external document reviews.
• Format documents as needed for consistency and professionalism.
• Download, file, distribute, and maintain a high volume of complex incoming construction documents such as plans, specs, material take-offs, design files, etc.
• Prepare and distribute agendas and meeting minutes.
• Communicate effectively with clients, external third parties, internal team members, and leadership.
• Prepare clear, timely, and useful reports for both internal and external parties.
• Enforce document control procedures and standards.
• Prepare and update various internal and external document templates.
• Monitor and maintain office supply inventory and place office orders.
• Assist with general office and administrative tasks when needed.
• Exercise safe work practices and support all team members in maintaining a safe work environment to Mine Safety and Health Administration (MSHA) standards.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree