Document Management Specialist

MasTec Inc • Minneapolis, MN

2d

About The Position

MasTec Communications Group is a leading national infrastructure construction company operating throughout the United States.
MasTec Communications Group performs both wireline and wireless communication services on a national scale. We are experts in cell tower construction, RF engineering, broadband fiber optic cable installation, OSP engineering, wireline construction, and emergency maintenance services.

At MasTec you’ll be joining a family, where we are dedicated to supporting each other and building an atmosphere of teamwork. As part of our team, your opportunities are limitless.

The Document Management Specialist supports the Project Controls Manager and is responsible for managing and performing daily activities associated with cataloging and recording all project, production, engineering, project controls, and operations-related documentation.
The role includes direct oversight and review of all Project documentation and the processes required to maintain organized project records for both internal and external personnel (e.g.: Project Managers, Engineers, Superintendents, Regulatory agencies, etc.).
In addition, you will:
Administer document and system access rights and revision control to ensure the security of the system and the integrity of master documents
Assist in determining document management policies to facilitate efficient, contractual electronic content while ensuring continuous access
Develop or configure document management system features, such as user interfaces, access profiles, and document workflow procedures
Conduct needs assessments to identify the document management requirements of departments or end users
Implement scanning or other automated data entry procedures, using imaging devices and document imaging software
Prepare and record changes to official documents and confirm changes with legal and compliance management staff
Exercise security surveillance over document processing, reproduction, distribution, storage, or archiving
Work closely with the project team to develop, maintain, and validate all project processes required to conform to organizational and client contractual obligations
Monitor regulatory activity to maintain compliance with records and document management laws
Document technical functions and specifications for new or proposed content management systems
Work with all delivery and support functional specialties to develop and measure conformance with process standards
Ensure accurate and timely reporting of all document deliverables to the client

Requirements

• You have 2 years of experience in a document management environment associated with a major contract delivery
• Computer literate, knowledge of Windows and Microsoft Office (Word, Access, Excel, and PowerPoint), SharePoint, and Adobe
• Proven history of working in a cross-functional environment, providing accurate data to team members to ensure forecasted project compliance and reporting
• Must be self-motivated with a proactive approach to working with diverse teams

Nice To Haves

• Experience in the local area preferred
• Bachelor’s Degree is preferred

Responsibilities

• Administer document and system access rights and revision control to ensure the security of the system and the integrity of master documents
• Assist in determining document management policies to facilitate efficient, contractual electronic content while ensuring continuous access
• Develop or configure document management system features, such as user interfaces, access profiles, and document workflow procedures
• Conduct needs assessments to identify the document management requirements of departments or end users
• Implement scanning or other automated data entry procedures, using imaging devices and document imaging software
• Prepare and record changes to official documents and confirm changes with legal and compliance management staff
• Exercise security surveillance over document processing, reproduction, distribution, storage, or archiving
• Work closely with the project team to develop, maintain, and validate all project processes required to conform to organizational and client contractual obligations
• Monitor regulatory activity to maintain compliance with records and document management laws
• Document technical functions and specifications for new or proposed content management systems
• Work with all delivery and support functional specialties to develop and measure conformance with process standards
• Ensure accurate and timely reporting of all document deliverables to the client

Benefits

• 401(k) with company match
• Employee Stock Purchase Plan (ESPP)
• Life insurance
• Short-term and Long-term disability
• Medical, dental, and vision insurance
• Dependent care and medical flexible spending accounts
• Employee Assistance Program (EAP)
• Paid time off
• Paid holidays
• Family and medical leave
• Paid sick time

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees