Document Control Specialist

Haydanconsultantsinc; New York (NY); On-site; USD 55,104 - 59,236; Full time

Job summary

A major construction project in New York seeks a Document Control Specialist to join the Commercial Management Team. The role involves managing documentation for the Second Avenue Subway Phase 2 Project, supporting overall project control through a variety of essential tasks. Candidates should bring 3-5 years of relevant experience and proficiency in managing and organizing high-volume project documents using Electronic Document Management Systems.

Qualifications

• 3-5 years of experience in document control or project administration.
• Experience with construction-related documents.
• Desirable background in high-volume, fast-paced projects.

Responsibilities

• Assist in the receipt, tracking, and distribution of documents.
• Utilize the MTA Electronic Design Management System for document tasks.
• Ensure compliance with Change Management procedures.

Skills

Proficiency with Electronic Document Management Systems (EDMS)

Microsoft Office Suite

Tools

Oracle Unifier

Bentley ProjectWise

Job description

Request for Qualified Resume: Document Control SpecialistProject: Second Avenue Subway Phase 2 (Contract No. D81483)Position: Document Control Support ProjectOverview: The Second Avenue Subway Phase 2 Project is a major infrastructure undertaking to extend the Q Line service in Manhattan. The project will be delivered through multiple overlapping design and construction contracts. The Project Management Consultant (PMC) will be a vital part of an integrated Project Management Team (PMT) responsible for administering, managing, and ensuring the successful completion of the project safely, on schedule, and within budget.Position Summary: The Document Control Support personnel will be an essential part of the PMC’s Commercial Management Team, working under the direction of the Document Controls Manager. This role is responsible for assisting in the day-to-day operations of the project’s document management system. The Document Control Support staff will help ensure that all project-related documentation is accurately handled, tracked, stored, and retrieved in a timely and efficient manner, in accordance with the Project Document Control Procedures (PDCPs).Key Responsibilities: The qualified candidate will be expected to perform, at a minimum, the following duties:

• Document Processing, Assist in the receipt, tracking, and distribution of documents from and to Construction Contractors, including letters, drawings, reports, Requests for Information (RFIs), and meeting minutes.
• Process and record technical documentation in accordance with approved procedures.
• Receive, check, and record project technical drawings and documentation efficiently.
• Assist in assigning document numbers as per the established protocol.
• System and Records Management
• Utilize the MTA Electronic Design Management System (EDMS) and Electronic Construction Management System (CMS), such as Unifier and ProjectWise, for all document-related tasks.
• Upload documents to the system, ensuring they are placed in the respective phase folder and tagged with the appropriate attributes for searchability.
• Maintain a daily project log containing records of workers, equipment, and work performed.
• Maintain and track all original documents and check print files, keeping all superseded revisions.
• Enter record documents from project phases prior to the contract award into the system.
• Organize and manage the storage system for any hard copies of project submittals.
• Compliance and Administrative Support
• Assist in ensuring that project documents adhere to MTA C&D’s Change Management procedures.
• Help verify the timely close-out of change order documentation.
• Support the Document Controls Manager in addressing any non-compliance with the PDCPs.
• Assist in producing relevant documents for Freedom of Information Law (FOIL) requests, subpoenas, and other official document demands.
• Provide general information technology support for the project on an as needed basis.

Minimum Qualifications:

• Experience: A minimum of 3-5 years of experience in a document control or project administration role on large-scale construction or engineering projects.
• Experience working with a variety of construction and project-related documents, including drawings, RFIs, submittals, and correspondence.
• Previous experience in a high-volume, fast-paced project environment is highly desirable.

Technical Skills:

• Proficiency with Electronic Document Management Systems (EDMS) is required. Experience with Oracle Unifier and/or Bentley ProjectWise is strongly preferred.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with file naming conventions and the Construction Standards Institute (CSI) coding structure is a plus.

Salary/Rate: $40-$43/Hr.