We are looking for a skilled Document Control Specialist to join our team! This position can be located in the Nashville, Charlotte, Southfield, Knoxville, Chicago, Tampa, or Atlanta offices. Remote arrangements may be considered.
Responsibilities:
Develop and Champion Document Control processes within the Industrial Market. Align new processes with current procedures for document management.
Evaluate and recommend possible third-party document control system/tool and coordinate the deployment of that system within the Industrial Market. Collaborate with company-wide stakeholders in the evaluation and implementation of the new system.
Train and teach others how to execute their respective functions, if any, in that tool. Coordinate the interface of the document control system with the current document storage system (Newforma).
Report functionally to the Program Manager and/or Project Management Office (PMO) Leader.
Lead and facilitate the Document Control process for a project or a group of projects through:
Managing Incoming Documents
Managing Outgoing Deliverables
Manage document sharing interfaces with Owners and Contractors
Manage/Track the RFI receipt and response processes
Manage/Track shop drawing and submittal receipt and response processes
Produce project Master Lists and assist team members in locating documents for use in design
Manage project file directories
Incorporate Owner Project Requirements into Document Control planning and execution. Coordinate with Client personnel to facilitate implementation of document control processes on projects.
Coordinate with other Document Control Specialists within the company.
Coordinate with the multi-discipline technical team to gather and execute Document Control functions aligned with other work functions.
Collaborate bi-directionally with other Project Management teams that contribute to Document Control functions, such as, but not limited to:
Estimating
Planning & Scheduling
Design
Permitting and Compliance
Risk Evaluation & Mitigation
Safety
Management of Change
Project Controls
Commissioning
Safety, Health, & Security
Permitting
Procurement
Construction Management
Interface with suppliers and contractors to assure compliance with Document Control procedures.
Provide proper oversight of production of reports, schedules, plans, and other deliverables defined to provide status of Document Control activities to Program and Client leadership.
Be recognized as the Authority on Document Control processes and procedures for the Market and the Company.
Be able to supervise and lead a team of Document Control Specialist.
Minimum Qualifications:
Associate's degree in a related field and 15 years of meaningful Document Control experience with a consulting firm or contractor working on Industrial/Manufacturing/ Process projects.
Expert in the execution and continuous improvement of Document Control processes and procedures.
Experienced with various Document Control software and Electronic Document Management Systems
Proven track record of success in the execution of Document Control functions.
Must be exceptional in written and oral communication, with the ability to influence teammates to properly execute Document Control processes and procedures. Able to interact directly with Clients and represent our firm professionally.
Experienced in identifying, evaluating, procuring, deploying, and championing EDMS platforms for the first time in an organization. Capable of receiving and delivering training on the use of these systems effectively.
Gresham Smith is committed to a diverse and inclusive workplace. Gresham Smith provides equal employment opportunities to applicants and employees and does not discriminate on the basis of age, race, color, ancestry, religion, sex, sexual orientation, gender identity or expression, transgender, national origin, status as a protected veteran, disability or any other classification protected by law.
Gresham Smith will not accept unsolicited resumes from recruiters, headhunters, contract recruiters, search firms, or employment agencies. An executed GRESHAM PLACEMENT SERVICES AGREEMENT (PSA) is required prior to any payment obligation for either a referral or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously executed PSA, GRESHAM SMITH explicitly reserves the right to recruit and hire those candidate(s) at its discretion, and without any financial obligation whatsoever to the recruiter or agency. Any such unsolicited resume or candidate contact information, including those submitted directly to GRESHAM SMITH'S hiring managers or any other employee, shall become the property of GRESHAM SMITH upon receipt.
