GENERAL SUMMARY
The Document Control Specialist is responsible for ensuring the accuracy, quality, and integrity of all project documents within a multi-billion dollar public agency. This role involves managing the lifecycle of project documents, including creation, review, approval, distribution, and archival, while adhering to established document control procedures and regulatory requirements. The Document Control Specialist will be an integral member of a project management team, and they will collaborate closely with various government agencies to facilitate document-related processes and support overall quality and compliance objectives.
RESPONSIBILITIES:
Develop and maintain document control processes and procedures to ensure compliance with the contract, regulatory standards and/or organizational requirements.
Manage the creation, review, approval, distribution, and archival of documents in accordance with specific provisions and procedures.
Ensure accuracy and completeness of document metadata, including version control, document numbering, and classification.
Coordinate document review and approval workflows, tracking progress and escalating issues as needed to meet deadlines.
Collaborate with project teams to facilitate document-related processes, including document change requests, deviations, and non-conformances.
Conduct periodic audits and inspections to verify compliance with the Document Controls Instructions and regulatory or contractual requirements.
Provide end user training and guidance to staff on document control processes, procedures, and best practices.
Serve as the primary point of contact for document-related inquiries and support requests.
Continuously evaluate and improve document control processes to enhance efficiency, accuracy, and compliance.
QUALIFICATIONS
Education:
Bachelor’s degree in relevant field (preferred)
Experience:
Minimum of 5 years of experience as a Document Controls Specialist supporting large capital development projects
KNOWLEDGE, SKILLS AND ABILITIES
Knowledge:
The Document Controls field, preferably within the aviation industry or another regulated industry
Document Control principles, practices and regulatory requirements
Principles, practices, processes and phasing associated with engineering design and construction projects
Typical documentation requirements associated with engineering design and construction projects
The functions, roles, duties and responsibilities of a Project Controls team
Project Management principles and best practices
Skills:
Organizational skills with meticulous attention to detail and accuracy
Strong communication and interpersonal skills with the ability to collaborate effectively with project teams
Building positive relationships and rapport among project teams
Microsoft applications including Word, Excel, Outlook, Teams, PowerPoint and SharePoint
The use of project management software such as Procore, or other document management systems (DMS)
Performing a variety of duties, often changing from one task to another of a different nature
Assigning, prioritizing, monitoring, and reviewing work assignment
Abilities:
Work independently with minimal supervision and prioritize tasks proactively in a fast-paced environment
Be flexible and adapt to shifting project priorities
Complete work in a timely manner, as directed
Influence others and lead change initiatives
Manage documents in Microsoft applications, project management software, shared networks and DMS platforms
Use of AdobePro and other scanning software
Learn new software with ease
Understand and carry out oral and written directions
Maintain the confidentiality of information and professional boundaries
Meet airport badging requirements
Work on-site Monday through Friday