Document Control Specialist : 200193

HKA Enterprises; Wildwood (FL); On-site; USD 23,866 - 33,992; Full time

Job summary

A respected management firm based in Florida is seeking a Document Control Specialist I to support its Vegetation Management Program. This role involves producing and distributing reports, managing document accuracy, and coordinating administrative activities. Key responsibilities include creating reports, monitoring work plans, and developing document management processes. Ideal candidates will have strong experience in document control and administrative coordination, with excellent attention to detail and multitasking abilities.

Qualifications

• Proven experience in document control and information management.
• Strong administrative skills with attention to detail.
• Ability to manage multiple priorities and tasks.

Responsibilities

• Create and distribute recurring reports to VM and Supplier leadership.
• Monitor work plans to ensure timely completion of work orders.
• Develop and implement infrastructure to efficiently process project-related documentation.

Skills

Document management

Report generation

Customer service

Administrative coordination

Job description

Schedule: Fully onsite, 40 hours per week

Pay: Up to $21.00 per hour

Position Summary

The Document Control Specialist I reports to the Vegetation Management (VM) Director and supports the Vegetation Management Program through accurate reporting, document control, and administrative coordination. This role is responsible for developing and maintaining effective document management processes while ensuring timely reporting, compliance tracking, and operational support for internal teams and suppliers.

Key Responsibilities

• Create and distribute recurring reports to VM and Supplier leadership on established cadences, including:
• 10-day goals
• After-hours call-outs
• FasTrack scores and verbatims
• Customer tickets and operational requests
• Reactive QA results
• Customer resolution tools
• Customer experience performance metrics
• Perform weekly crew tracking for VM and DCC teams
• Serve as second-level approver for VM Supplier invoices (up to limits set by the Director) and provide additional invoice support as needed
• Monitor work plans to ensure timely completion of work orders
• Update ARCOS call-outs as required
• Create and schedule VM planned outages
• Monitor, track, and follow up on customer complaints
• Facilitate and maintain Hazard Tree refusal letters
• Track and report computer-based training (CBT) compliance
• Assist with supplier onboarding and offboarding processes
• Order supplies and develop job aids as needed
• Perform additional jurisdictional responsibilities as assigned, which may include:
• Sending public notice requests
• Monitoring customer phone lines and ensuring follow-up and resolution
• Creating PDF maps and supporting documentation

Document Control & Information Management

• Develop and implement infrastructure to efficiently process, manage, and secure project-related documentation, including vendor documents, construction documents, quality records, and vital business records
• Coordinate and oversee the assembly, reproduction, revision control, submission, and archival of construction work packages
• Ensure work packages include all required work orders, drawings, and procedures applicable to construction tasks
• Maintain document accuracy, version control, and compliance with established standards and procedures
• Support cost-effective solutions for project information and document management