Project Assistant / Document Control Specialist
Summary
Organizes, tracks, and processes project documents and transmittals using database and Microsoft Office tools to support project managers and teams.
A Project Assistant / Document Control Specialist responsible for managing, organizing, tracking, and processing incoming transmittals from customers or other outside parties such as vendors. Assisting the project managers with daily deliverables and any documentation support.
Required:
Pay: $45K - $55K DOERequired:
- Bachelor's degree in business or similar major from an accredited four-year university or associate's degree from accredited two-year college or 2+ years in Document Control or 2 + years as a Project Assistant or similar role
- Organization, Communication, Adaptability, Critical Thinking, Decision Making, Leadership, Problem Solving, Teamwork.
- File Management / Accessibility
- Workflow: Creation, Review, Modification
- Transmittals / Distribution
- Compliance
- Traceability
Computing and Applications:
- Intermediate hardware
- Intermediate computing and applications
- Database - Navigate Database Software, Data Entry / Integrity, Proficient in Database Management System Concepts, Basic Data Management
- Proficient in Microsoft Office and Adobe PDF
- Ability to learn internal processes, understand and follow internal procedures and facilitate change and continual improvement of policies, procedures and internal processes
- Completion of all Document Transmittals for the Company within corporate Document Control system.
- Sending all Transmittals from the Document Control software system to the appropriate party with all required information and attachments.
- Monitoring and enforcing accurate record of each document within Document Control system. (E.g. document titles, numbering schemes, revision control, location, and any other required information in the data management system.)
- Data entry and maintenance of contact information for transmittal recipients.
- Controlling returned documents from customers and accurately recording in Document Control System.
- Disseminating incoming documents to the assigned Project Manager and/or Project Team.
- Gathering and compiling documents to create Operating and Maintenance Manuals, in a timely manner.
- Managing and providing oversight of data management system.
- Provide Document Control reports and/or audits for management as required
- Follow Document Transmittal protocol for outgoing and incoming transmittals
- Troubleshoot Document Control issues as reported by Project Managers and/or other Departments
- Compile all necessary information for the Customer Data Book, as outlined per the Company standard or scope of supply for custom projects
- Ensure that the Operating and Maintenance Manuals are complete, accurate, and sent out by the date promised to the customer.
- Maintain an understanding and knowledge of document deliverables on a project basis
- Work with Project Managers/Engineers to submit document deliverables timely
- Train other employees to use document control software and document processes