Document Control Specialist

Luster National, Inc.; New York (NY); On-site; USD 104,000 - 154,000; Full time

Job summary

Join a forward-thinking company as a Document Control Specialist where your expertise in managing critical project documents will shine! This role offers a unique opportunity to contribute to large-scale public works infrastructure programs, ensuring that all documentation is accessible, secure, and compliant. You will collaborate with a dynamic team and play a vital role in maintaining the integrity of essential documents. If you thrive in fast-paced environments and have a passion for documentation, this is the perfect opportunity for you to make a significant impact in your field while enjoying a supportive and inclusive work culture.

Benefits

Unlimited Flexible Time Off

Paid Holidays

Health Insurance

Vision Insurance

401(k) Plan with Guaranteed Employer Contribution

$2,500 Annually Towards Professional Development

Wellness Program with Monthly Wellness Stipend

Employee Assistance Program

Employee Discounts

Employee Referral Bonus

Qualifications

• 3+ years' experience as a Document Control Specialist on large public works projects.
• Bachelor's degree or equivalent experience in relevant fields.

Responsibilities

• Oversee document organization, accessibility, and security for projects.
• Conduct internal audits and prepare documents for external audits.

Skills

Verbal Communication

Written Communication

Multi-tasking

Organizational Skills

Collaboration Skills

Analytical Skills

Problem-Solving

Education

Bachelor's degree in Engineering

Bachelor's degree in Construction Management

Bachelor's degree in Business Administration

Bachelor's degree in Project Management

Tools

SharePoint

E-Builder

Aconex

Procore

Microsoft Office

Job description

We are seeking skilled Document Control Specialists at all levels to join our team and play crucial roles in managing the lifecycle of critical project documents for large-scale public works infrastructure programs. These roles offer the opportunity to work on impactful projects, ensuring the accessibility, security, and compliance of essential documentation while collaborating with a dynamic team of professionals. If you have a passion for all things documentation, have exceptional attention to detail, and thrive in fast-paced environments, these positions are tailored for you!

This posting is for future long term, full-time, onsite positions located in the state of New York.

Responsibilities

• Oversee the organization, accessibility, and security of documents in both digital and physical formats.
• Maintain consistent filing structures, metadata tagging, and indexing for easy retrieval and management of documents.
• Ensure that document changes, updates, or revisions are approved, properly tracked, and recorded in the system and distributed.
• Maintain documents according to internal guidelines and policies, and regulatory requirements.
• Protect sensitive information by adhering to security protocols for document storage and distribution.
• Provide quick and efficient access to documents as requested by team members, clients, or stakeholders.
• Support archival of documents for completed projects in a manner that allows for easy retrieval if needed later.
• Conduct internal audits of documents. Prepare and provide documents for external audits, and records requests.
• Create and/or distribute reports related to document status, compliance, and tracking for management and auditing purposes.
• Handle requests for document access, ensuring that only authorized personnel have access to restricted or sensitive documents.
• Manage the creation and build out of folder structures.
• Collaborate to identify improvements to document control processes and help implement them. Support continuous improvements.
• Perform quality control checks of project documentation for accuracy and compliance with internal standards, correcting any errors found in version tracking or documentation.
• Work closely with IT and other teams to implement automation tools or enhancements within the document management system (DMS) that streamline processes.
• Oversee the creation, approval, revision, archiving, and eventual disposal of documents, ensuring full lifecycle management and retention schedules are adhered to.
• Address and resolve document control issues that involve discrepancies, system failures, or non-compliance, escalating critical problems as needed.
• Collaborate with various departments to ensure document control processes align with project goals and organizational standards.

Skills and Attributes

• Possess excellent verbal and written communication skills.
• Possess excellent multi-tasking and organizational skills with supreme attention to detail.
• Possess excellent collaboration skills.
• Advanced analytical and problem-solving abilities.

Minimum Qualifications

• Bachelor’s degree in Engineering, Construction Management, Business Administration, Project Management, or related field or equivalent combination of education/experience.
• 3+ years’ work experience as a Document Control Specialist on large, complex, public works infrastructure engineering programs.
• Ability to perform document audits and address findings.
• Understanding of ISO 9001:2015.
• Understanding of security protocols and the management of sensitive/confidential information.
• Understanding of project close out.
• Proficiency with industry standard document control software (e.g., SharePoint, E-Builder, Aconex, Procore, etc.)
• Proficiency with Microsoft Office (e.g., Outlook, Word, Excel, PowerPoint, etc.)

Preferred Qualifications

• Proficiency in security protocols and the management of sensitive/confidential information.
• Proficiency in project close out.
• Experience with large, complex, public works infrastructure engineering programs valued at $500M+.
• Experience in two or more phases of project lifecycle (e.g., predesign, design, procurement, construction, and post-construction phases).

The salary range listed for this role is $104k-154k annually. The final salary offered is based on multiple factors and is thoughtfully aligned with each candidate’s level of experience, breadth of skills, total education achieved, certifications/licenses that have been obtained, etc.

Benefits

• Unlimited Flexible Time Off
• Paid Holidays
• Health Insurance
• Vision Insurance
• Flexible Spending Accounts (Healthcare and Dependent/Elder Care)
• Long Term Disability Insurance
• Short Term Disability Insurance
• Life Insurance and Accidental Death & Dismemberment Policy
• 401(k) Plan with Guaranteed Employer Contribution
• Formal Career Planning and Development Program
• $2,500 Annually Towards Professional Development
• Wellness Program with Monthly Wellness Stipend
• Company Cell Phone or Cell Phone Plan Reimbursement
• Free Personalized Meal Planning & Nutrition Support with a Registered Dietitian
• Free Personal Financial Planning Services
• Employee Assistance Program
• Employee Discounts
• Employee Referral Bonus

Luster is committed to creating an inclusive work environment with a diverse workforce. All qualified applicants will receive consideration for employment without regard to criminal history, race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. This employer participates in E-Verify.

This job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.