Document Control Specialist

FST Technical Services; Durham (NC); On-site; USD 52,000 - 72,000; Full time

Job summary

FST Technical Services seeks an experienced Document Controls Specialist for our Durham, NC office. This role will supervise records staff, ensure compliance, and maintain secure document control processes across construction projects.

You will manage the filing system, support inventory and shipping, and assist project teams with information requests while upholding security and accuracy in all records.

Qualifications

• At least 2 years' experience in records management and/or construction records management.
• High school diploma or equivalent and at least 4 years of related experience.
• Knowledge of records management principles, taxonomy, and filing systems.
• Proficient in MS Office (Outlook, Word, Excel, Access) and strong data entry.
• Ability to work well under pressure with excellent customer service.

Responsibilities

• Supervise and coordinate daily work of the records staff, planning, scheduling and assigning tasks.
• Ensure workflows are followed to maintain compliance with procedures.
• Document processes for construction inspection projects and maintain records securely.
• Log, audit, and track incoming/outgoing documents in the information management system.
• Support inventory control for testing, safety, and IT equipment.
• Assist with shipping/receiving at the Durham office and general supplies.
• Coordinate data entry, labeling, and notifications across teams.

Skills

Recordkeeping

Planning

Organization

MS Office

Data entry

Customer service

Communication

Education

High School Diploma

Tools

MS Office

Job description

FST Technical Services serves the needs of the growing worldwide Semiconductor/Microelectronics and Life Sciences industries. We began as an independent interface between our clients and their subcontractors to establish build-clean installation methods that satisfy internal specifications and conform to regulatory requirements.

We are looking for an experienced Document Controls Specialist to join our team in the Triangle area of North Carolina. Our main Life Science office is based in Durham, NC, very close to Research Triangle Park.

Position Deliverables

• Supervise and coordinate daily work of the records staff, by planning, scheduling and assigning work tasks.
• Ensure workflows are accurately followed to ensure compliance.
• Assists in orientation, training and cross-training of staff
• Assists in documenting processes for industrial construction inspection projects.
• Files, audits, receives, distributes, tracks and maintains incoming and outgoing document tracking system of confidential and non-confidential construction documents according to established procedures and standards for security and document organization.
• Support & maintain branch inventory control for testing, safety & IT equipment
• Support & maintain office & staff supplies
• Support & execute shipping / receiving of deliveries at the Durham office
• Familiar with standard concepts, practices, and procedures within document control or construction document control field
• Coordinate activities in the information that is received, stored, and retrieved
• Ensures security and preservation of records in construction information management center
• Assists Project Team in requests for project information, active and historical
• Ensures standardized functional systems (labeling, PFI, data entry, email notifications, customer responses, detailed filing) are used by records technicians and are effectively used
• Follow the established controlled vocabulary file system coding within the Project File Index. Sorts, classifies, and code material for filing.
• Accurately log, date/time stamp all incoming and outgoing construction information into the construction information management database
• Must be proactive and actively engaged in supervision of day-to-day activities
• Performs a variety of tasks and strong multi-tasking skills

Minimum Requirements & Expectations

• Education/ Experience
• At least 2 years' experience in records management and/or construction records management
• Requires a high school diploma or its equivalent and at least 4 years of experience in the field or in a related area.
• Skills
• Ability to identify, plan and organize work and adjust to on-going schedule changes.
• Knowledge of records management principles and procedures
• Knowledge of records systems including classification, correspondence control and project file index (Taxonomy) and equipment usage
• Ability to work under high pressure situations
• Strong customer service skills
• Strong data entry skills with an eye for details and accuracy. Proficient in MS Office applications; Outlook, Word, Excel and Access

Work Environment

Standard office environment at the Durham office location for the majority of the time, 5 days a week. Also, time spent on active construction site requiring PPE, physical activity, and extended hours as needed. Walking long distances, working in confined spaces and working at heights is expected.