The Document Control Manager collaboratively interfaces with project administrators and coordinators, engineers, project managers and various functional groups. This individual is responsible for establishing a procedural framework for storage and management of design and construction documents throughout all phases of a project, including information management processes of submittals, RFIs, and enhanced turnover. Additionally, this role is responsible for developing, managing, and enhancing the document and information management processes and tools, conducting periodic “spot audits” or “over-the-shoulder-reviews” of a functional group’s document control, as well as providing document control training.
Responsibilities
- Interfacing with various functional groups to establish a procedural framework for record management of design and construction documents including electronic and hard copy storage, distribution (internal and external), and version control throughout all phases of the project via the document information system(s). This includes procedural processes for RFIs, submittals, project filing systems, electronic and field site stick sets and enhanced turnover packages.
- Writing and maintaining document control procedures and participating in the development and roll-out of document control tools, such as scanning hardware, computer software, etc., as well as providing training on tools and software.
- Manage and facilitate engineering and/or construction project document control setup and kick-off.
- Ensure the information and management control systems are implemented in compliance with the Client’s standards and is updated to reflect revisions to those standards. Maintain awareness of new Client and/or company initiatives that may impact the control or distribution of information on the project.
- Ensure the project team members are provided with adequate training and support to enable them to successfully execute the procedures and systems in use. 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.
- Train Document Control personnel.
- Provide Quality Assurance / Quality Control (QA/QC) audits of document control files.
- Assist with policy discussions, including e-mail recording and retention, video recording and retention, etc.
- Provide an interface to IT Support for document control issues, which include process enhancements to existing software, developing recommendations for new hardware and/or software that may benefit the document control environment. In general, identify trends and recommend “best practices.”
- Maintain a watchful and alert attitude toward document control, including ensuring document control representation in project team meetings, developing routine reports and metrics to gauge a project team’s success, and in general being eager and energetic towards establishing and maintaining document control program.
- Bachelor’s degree is preferred.
- 5 years of document control experience, with at least 3 years supporting engineering and construction projects, preferably in the life-science industry.
- Previous experience managing a document control effort for a large-scale, +$100 million-dollar construction project required.
- Experience with Commissioning and Qualification documentation is desirable.
- Experience with Microsoft Office Suite and Adobe Acrobat or Bluebeam software is required.
- Experience with large-scale document control software is required; PlanGrid, BIM360, and/or PMWeb highly desirable.
- Demonstrated experience with routine document control hardware and software; such as scanners, optical character recognition.
- Self-starter attitude with proactive, results-oriented focus; and willing and capable to assume additional responsibilities.
- Prior demonstrated experience training and facilitating.
- Proven accuracy, reliability, and completeness in job accomplishment.
- Demonstrated success on the job, as evidenced by satisfactory performance, acceptance of responsibility and growth in previous positions.
- Effective oral and written communication skills.
- Ability to interface successfully with a variety of people with different technical levels and educational backgrounds.
- Exceptional attention to detail and organizational skills in order to produce accurate and timely results while maintaining a customer-service attitude.
- Must instill a “can-do” spirit within Document Control personnel, inspiring them to produce consistently accurate results at a fast pace.
All your information will be kept confidential according to EEO guidelines.
CRB is committed to hiring and retaining a diverse workforce. We are proud to be an Equal Opportunity Employer and it is our policy to provide equal opportunity to all people without regard to race, color, religion, national origin, ancestry, marital status, veteran status, age, disability, pregnancy, genetic information, citizenship status, sex, sexual orientation, gender identity or any other legally protected category. Employment is contingent on background screening.
CRB does not accept unsolicited resumes from search firms or agencies. Any resume submitted to any employee of CRB without a prior written search agreement will be considered unsolicited and the property of CRB. Please, no phone calls or emails.
CRB offers a complete and competitive benefit package designed to meet individual and family needs.
If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.
