Document Control Administrator

The Document Control Administrator is responsible for managing the flow of project documentation.  Primarily ensuring that documents are properly received, logged, reviewed, approved, distributed, and archived.  The job is to establish and maintain a system for managing documents, ensuring that documents are easily accessible and controlled.  

The specific responsibilities of the Document Control Administrator may vary depending on the project, but generally include the following items:
    

• Support Management in creating and maintaining Electronic Document Management System (EDMS)
• Establish and maintain document control procedures and processes, including document numbering, revision control, and storage.
• Receive and review of incoming transmittals for accuracy.  Log incoming and outgoing documentation within the EDMS.
• Manage the distribution of documents to internal and external stakeholders in accordance with project communication plan.
• Ensure that document feedback is received from internal stakeholders and communicated to the document originator where applicable.
• Archive and store documents electronically in accordance with company policies and procedures. 
• Convert any paper documents into digital format by scanning.
• Ensure documents are easily accessible and searchable.
• Maintain a Master Document Register (MDR) consisting of drawings, specifications, procedures, and plans.  
• Monitor due dates for project documentation and produce exception reports on late documentation for Project Management review.  
• Manage the flow of correspondence in and out of the company through proper transmittals.  Ensure outgoing documents are correct revision, comply with communication plan, protecting confidential and proprietary information.
• Work with IT to allow 3rd party trusted engineering vendors for limited access to SharePoint for information exchange.
• Contribute to compilation of project record documentation and archiving.  
• Create standard templates for communication of documentation and digital records.
• Collaborate and communication with project team members.
• Undertake other documentation related tasks as required in support of the project.

Basic Requirements:

• 5-10 years’ experience in document control environment preferred.
• Experience within Engineering environment.
• Experience in EDMS development and implementation.  
• Fluent English, verbal and written.

Needed Knowledge & Skills:

• Strong communication.
• Computer skills: Email, PDF, MS Office – including Teams, Planner, and SharePoint.
• Self-motivated, confident, and attention to detail.
• Disciplined documentation and record-keeping skills.
• Teamwork, interpersonal, and time management skills.
• Able to prioritize and delegate tasks.
• Flexibility and adaptability under adverse conditions.
• Ability to show initiative, good judgment, and resourcefulness.  

Benefits & Compensation Package Includes:

• Salary range for this position is $74-95k as well as an annual bonus plan
• Paid holidays and vacation time
• Group medical/pharmacy insurance options with company funded health care spending accounts
• Dental insurance & Vision insurance
• A 401k account with company matching contribution
• A robust Wellness program with financial rewards
• Company-paid life insurance and short-term and long-term disability insurance
• Options to purchase additional life insurance (employee, spouse, and child) and additional employee long-term disability insurance.
• Employee Assistance Program (EAP)
• Tuition benefits including professional certifications

• Employee referral program

   

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