Document Control Specialist

Progressive Recruitment; SOUTH PLAINFIELD (NJ); On-site; USD 60,000 - 95,000; Full time

Job summary

An established industry player is seeking a Document Controls Specialist to enhance their document management processes. This role is pivotal in developing and implementing procedures that support the Delivery Projects & Construction Group. You will lead teams in creating and updating document controls, ensuring compliance with internal and external standards. Your expertise in SharePoint and document management will be crucial as you benchmark existing practices and identify areas for improvement. Join a forward-thinking company that values diversity and fosters an inclusive environment, where your contributions will directly impact project success and operational efficiency.

Qualifications

• Advanced knowledge of SharePoint and ECM principles required.
• Minimum 2 years supervisory experience and broad documentation experience.

Responsibilities

• Develop and implement document control processes for the DP&C Group.
• Lead teams to create and update document controls per industry standards.

Skills

SharePoint

Electronic Content Management (ECM)

Document Control

Microsoft Office

Project Management

Database Management

HTML/Web Interface

Testing Requirements

Education

College Degree

Tools

MS SharePoint

FileNet

PowerPoint

Job description

Reporting to the Document Controls Manager, this position has overall responsibility to support all processes and systems of the administered plan for controlled documents and information management specifically for the DP&C Group (Delivery Projects & Construction).

Primary Responsibilities:

1. Help to develop and implement processes and procedures to support all areas of the DP&C Group for Document Controls/Information Management and Project Management Procedures and Processes.
2. Lead teams to create, review and update Document Controls in accordance with industry and company standards to better support project teams.
3. Benchmark and evaluate existing document control practices, identify gaps and make improvements.
4. Assist to develop and implement document control processes, procedures, requirements and change controls for Document Owners to meet internal and external compliance requirements.
5. Respond to all inquiries (legal, audit, etc.) regarding Document Controls.
6. Communicate all new or updated Document Controls to relevant users.
7. Assist and create, develop and present PowerPoint and/or other types of presentations to management as requested (live, Webcast, etc.).
8. Generate reports on the performance of Document Controls projects for appropriate management.
9. Help to develop and conduct training programs and guidelines for all users of utilized document control systems (MS SharePoint and FileNet). Conduct workshops as needed.
10. Along with manager and document owners, develop roll-out strategy for communications/change management where required for new or updated documentation.
11. Supervise internal support staff as needed and directed, outside vendors, consultants and contractors.
12. Help to identify and manage requirements for support staff.
13. Assist to develop and evaluate support staff including providing feedback, reviewing performance, preparing appraisals and assisting in planning/managing developmental programs.
14. Help to develop and track budget effectiveness/efficiency involving all document controls programs (systems, creation for all projects - all vendors/contractors, IT costs, etc.).
15. Be knowledgeable of corporate Procurement requirements and procedures and ensure they are implemented and adhered to.
16. Assist to enforce document control requirements and rules for all project standards.
17. Perform system administration tasks if and when required.
18. Act as a backup to Documents Manager when needed.
19. Work with QA procedures to test and evaluate the system.
20. Help to develop processes to help ensure archiving of regulatory documents in a central repository and required access and distribution as needed.

Qualifications

Requirements:

1. College degree is required.
2. Advanced knowledge of SharePoint and knowledge of ECM (Electronic Content Management) principles, strategies, systems and best practices.
3. 2 years minimum supervisory experience.
4. 2-4 years minimum of broad documentation experience.
5. Advanced knowledge of computer technology.
6. Knowledge and experience of testing requirements and reporting results (both content and technology).
7. Knowledge and experience of building surveys online (or in SharePoint) and reporting results.
8. Knowledge of Electronic Publishing and experience in all file formats, graphics and many different software programs.
9. Advanced knowledge of all Microsoft Office products.
10. Proven expertise in gathering business requirements, building sites and training clients.
11. Experience working closely with IT teams and their process for development of IT projects.
12. Must have a valid driver’s license.
13. Must foster an inclusive work environment and respect all aspects of diversity.
14. Must demonstrate and value differences in others' strengths, perspectives, approaches, and personal choices.

Desired:

1. Broad based business experience and knowledge of the Company’s operations.
2. Web interface knowledge/HTML.
3. Database experience (such as Access).
4. Knowledge of XML and DITA Architecture and/or Programming.
5. Project management experience.

Additional Information

All your information will be kept confidential according to EEO guidelines.
IF THIS IS THE JOB OPPORTUNITY FOR YOU, GIVE ME A CALL AT 646-618-8925 ASAP! I want to know more about your preferences.
If in case you know someone who might be interested, feel free to pass it along. I look forward to hearing from you!