Document Control Clerk (Anchorage, Ak)

Doyon Limited; Anchorage (AK); In loco; USD 52.000 - 76.000; Tempo pieno

Descrizione del lavoro

Doyon Limited is seeking a detail-oriented Document Control Assistant to support the Project’s Document Control Lead. You will aid in filing, organizing, and safekeeping of project documents, including RFIs and turnover packages, ensuring compliance with DES and client requirements.

Based in Fairbanks or Anchorage, you will work with project managers and staff to maintain organized records, update logs, and contribute to efficient project administration in a demanding field environment.

Competenze

• High School Diploma or GED required.
• Minimum 3 years document control experience preferred.
• Ability to learn and follow project filing standards and DES/documentation requirements in a timely manner.

Mansioni

• Assist with project-controlled documents under the Document Control Lead.
• Maintain filing and safekeeping procedures for electronic and physical records.
• Organize and track transmittals, RFIs, PCRs and related logs.
• Compile turnover packages and prepare official project turnover documentation.
• Update daily project logs and ensure quick accessibility of documents.
• Provide clerical support to the project management team as needed.
• Follow safety, security and confidentiality requirements at all times.

Conoscenze

Detail oriented

Document control

Communication

Teamwork

Organization

Formazione

High School Diploma or GED

Strumenti

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Adobe

Descrizione del lavoro

Overview

JOB SUMMARY

This position supports and assists the Project’s Document Control Lead. Job requirements include exceptional organizational skills, attention to detail, a clear understanding of the importance to collect and file documents in accordance with the project’s filing matrix and safekeeping protocols for electronic and physical document retention, compiling turnover packages, routinely copying and filing documents, and updating daily project logs.

LOCATION

Fairbanks & North Slope

SCHEDULE

Town Mon-Fri+, Slope Mon-Sun+

HOURS

Town 40 hours+ / Slope 70 hours+

POINT OF HIRE

Fairbanks, AK or Anchorage, AK

TYPE OF POSITION

Projects, Full-Time

This position can be filled in Fairbanks or Anchorage

ESSENTIAL FUNCTIONS

• Understand, practice and continually lead by example Doyon Energy Services’ commitment to zero incident safety and environmental culture
• Assist with project-controlled documents in accordance with instructions from the Document Control Lead
• Together with the Document Control Lead, will assist project managers, supervisors and staff to understand the document control needs to comply with DES, client, and contract documentation requirements
• Maintain and follow procedures for collecting, filing and safekeeping of project documentation
• File and organize officially received and transmitted correspondence and documents from clients, vendors, and subcontractors
• Maintain a document control numbering system to track transmittals, RFIs, PCRs and other project related documents and logs
• Collect and maintain in a logical manner all documentation and correspondence in binders or electronically via DES’s server to ensure easy and quick accessibility and accurate retention and safekeeping
• Assist with and prepare as needed the project’s official turnover documentation for delivery to clients
• Provide other clerical assistance to project management team and staff as needed
• Other duties as assigned

COMPETENCIES

• Technical – Good understanding of contract record keeping, documentation and turnover provisions. General understanding of contract and client documentation and turnover requirements. Must be able to understand documentation needs and requirements of project and corporate management. Ability to quickly learn and use new software programs.
• Teamwork – Ability to work in a team environment, have a high degree of attention to detail, follow work rules, and adhere to established work schedules.
• Confidentiality – Demonstrates knowledge of appropriate procedures for handling sensitive and confidential information.
• Problem Solving – Identifies and resolves problems in a timely manner and gathers, analyzes and interprets both financial and general business information skillfully.
• Communication – Excellent verbal and written communication skills. Speaks clearly and persuasively in positive and negative situations. Ability to communicate critical and urgent issues to all appropriate project personnel including management, supervision, engineering and quality control.
• Quality Management – Ability to successfully and accurately perform duties and responsibilities with minimal direct supervision. Ability to proactively work in a high paced, deadline-oriented environment.
• Judgment – Displays willingness to make decisions, exhibits sound and accurate judgment and makes timely decisions.
• Safety and Security – Actively promotes and personally observes safety and security procedures and uses equipment and materials properly

QUALIFICATIONS

• High School Diploma or GED.
• Minimum 3 years document control experience preferred.

SKILLS

• Ability to read and interpret all forms of documentation to ensure accurate filing, retention and inclusion in turnover packages.
• Ability to effectively communicate verbally and in written form.
• Ability to quickly learn and understand nomenclature and acronyms used in the pipeline construction industry and by clients.
• Intermediate skills in Microsoft Outlook, Word, Excel, Power Point and Adobe. Successful candidates may be required to do a skills assessment.
• Ability to learn, understand and use client and DES’s corporate management information systems.
• Ability to apply intermediate mathematical skills including algebraic equations and fractions.
• Ability to understand and interpret graphs, charts and tables.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.

WORKING ENVIRONMENT

The majority of work is performed in an office setting with a wide variety of people with differing functions, personalities, and abilities.

PHYSICAL DEMANDS

The work is generally sedentary, requiring routine walking, standing, bending, and carrying items weighing less than forty pounds. [Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions].

REASONABLE ACCOMMODATION

It is Doyon’s business philosophy and practice to provide reasonable accommodation according to applicable state and federal laws, to all qualified individuals with physical or mental disabilities.

PREFERENCE STATEMENT

Doyon grants preference to qualified Doyon Shareholders first, and second to qualified shareholders of other Alaska Native corporations that grant a similar preference in all phases of employment and training, which include, but are not limited to hiring, promotion, layoff, transfer, and training.

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

A review of this position has excluded marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.