Document Control Specialist

Stacy Witbeck; Baltimore (MD); On-site; USD 95,000 - 110,000; Full time

Benefits offered by this job

ESOP

Health insurance

HSA/FSA plans

Life insurance

Job summary

Stacy Witbeck seeks a Document Control Specialist to manage project documentation in a construction setting. The role is based on-site in Baltimore, reporting to the Operations department.

You will log, distribute, review, and archive drawings, specifications, submittals, RFIs, change orders, and correspondence, using Procore, Box, InEight, and the Microsoft Office Suite, and collaborate with contractors, clients, vendors, and stakeholders.

Qualifications

• 5+ years of relevant experience.
• Strong understanding of construction drawings, specifications, and technical documentation.
• Proficiency in document control software and Microsoft Office Suite.
• Payroll experience required with Union Payroll experience required.
• Accounts Payable experience required.
• Excellent organizational and time-management abilities.
• Strong communication skills and attention to detail.

Responsibilities

• Handles document and record control operations.
• Establishes security protocols for document access, storage, reproduction, and disposal.
• Maintains and administers the project's document control system.
• Auditing, monitoring, and change-control to ensure accuracy and versioning.
• Procurement and vendor coordination for office supplies and equipment.
• Tracks operational costs and monitors the office budget.
• Coordinates administrative activities to keep the office organized.

Skills

Document control

Construction drawings

Organization & time management

Communication skills

Attention to detail

Education

Bachelor's Degree

Tools

Procore

Box

InEight

Microsoft Office Suite

Job description

Document Control Specialist

Department: Operations

Employment Type: Full Time

Location: Baltimore-- Amtrak B&P

Compensation: $95,000 - $110,000 / year

Description

Stacy Witbeck seeks a talented Document Control Specialist to be responsible for managing, tracking, and safeguarding all project documentation throughout the lifecycle of a construction project. This role ensures that drawings, specifications, submittals, RFIs, change orders, and correspondence are properly logged, distributed, reviewed, and archived in accordance with project requirements. The Document Control Specialist acts as the central hub for information flow between we the Contractor and our client and subcontractors, vendors and stakeholders.

Essential Duties and Responsibilities:

• Handles document and record control operations, in accordance with policies and procedures
• Establishes security protocols for how documents are accessed, stored, reproduced, and disposed of
• Develops and manages access and control procedures that meet the security classification requirements set by the governing authority
• Maintain and administer the project's document control system (e.g., Procore, Box, and InEight)
• Maintains auditing, monitoring, and change-control systems to ensure documents stay accurate, high-quality, and properly versioned
• Develops and implements procedures and policies for all administrative activities to keep the office organized and running smoothly
• Manages record-keeping, document preparation, mail distribution, reception, bill and invoice processing, maintenance services, technical support needs, project coordination and scheduling, and other internal office operations
• Oversees vendor selection and handles the purchase of office equipment and supplies
• Tracks and analyzes operational costs and monitors the office budget

Skills, Knowledge & Expertise

Please note--Requirements are essential, but preferences have flexibility.

Requirements:

• 5+ years of relevant experience
• Strong understanding of construction drawings, specifications, and technical documentation
• Proficiency in document control software and Microsoft Office Suite
• Payroll experience required with Union Payroll experience required.
• Accounts Payable experience required.
• Excellent organizational and time-management abilities.
• Strong communication skills and attention to detail.
• Ability to work under pressure and manage competing priorities.
• Collaborative mindset with a service-oriented approach.

Preferences

• Bachelor's Degree preferred with relevant construction experience accepted in lieu of education requirement at equal years of experience.

Work Environment

• Based on-site at the construction project with regular interaction across engineering, construction, and management teams.
• Fast-paced environment requires responsiveness and precision.

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the functions.

NOTE:

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. Employees 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. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents 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. This document does not create an employment contract, implied or otherwise, other than an at will relationship.

What we have to offer:

• Award-winning contractor with a dynamic business model and an excellent reputation.
• We are a 100% employee-owned company with a competitive ESOP (Employee Stock Ownership Plan)
• Company pays 100% of employee premiums for health insurance; employee pays up to $15 per week for family premiums. Benefits and employee costs are subject to change
• HSA and FSA plans that will allow you to divert pre-tax money.
• Life insurance provided by the company at 2.5 times your yearly salary.