We are a small engineering consulting firm with headquarters in San Francisco is seeking to fill a full time, regular exempt Senior Record Analyst/Document Controls Specialist position to serve a major utility customer in the San Francisco Bay Area. Work location is in San Ramon, California and will report to the client’s Environmental Engineering Manager.
The Senior Records Analyst is experienced with developing and maintaining organizational systems for records and has the ability to understand technical documents adequately to categorize them independently. The personnel should have strong organization and administrative skills, a working knowledge of computers and proficiency with Microsoft programs. Work location will primarily in San Ramon our utility client’s office and occasionally other project locations in the Bay Area.
Specific scope of work includes (but not limited to):
Learn about our client’s corporate records management requirements as well as relevant their environmental engineering department procedures.
Work with the legal department, other staff and contractors to inventory existing records and prepare a plan for how to migrate records to the new records management system,
Categorize and file records into databases, share drives and sharepoints (both hard copy and electronic) using client’s company filing standards and to meet the specific needs of projects.
Assist the environmental engineering department in developing more effective document control solutions.
Document retention for two large project sites include: interviewing various project team members and locating documents to be retained. Indexing various materials for storage either on-site, in San Ramon, or at the Records Storage Center in South San Francisco.
Support project team to comply with records management requirements, for example:
- Monitor Outlook email boxes for two large, complex projects for proper filing of email correspondence and attached documents.
- set up Mirrored Folders to maintain electronic materials on a share drive
Maintain project document files (both hard copy and electronic) using company filing standards and to meet the specific needs of projects.
Coordinate activities with various project managers as they relate to document control.
Monitor and manage project specific Outlook email accounts for tracking and filing email correspondence between project site team members, contractors and agencies.
Assist department in developing more effective document control solutions
Back-up for on-site Project Control Manager/Cost Engineer on invoice review/approval and processing.
Review and process Work Order/Work authorization and Field Authorizations from project contractors (as needed to support Cost Engineer).
Document control for various contractors and engineering consultant firms. This involves monitoring the utility client’s project website for proper filing of email correspondence and attached documents. Maintain pertinent hard copy documents on site such as Construction Activity Daily Reports, Requests for Information and Submittals.
- Document management/ version control
- Strong organizational ability and enjoy analytical solution
- Strong communication ability
- High level of attention to details
- Strong individual contributor
- Expert level experience with Microsoft Office (Word, Excel, Outlook)
- Working knowledge of Microsoft Access and Powerpoint
- Ability to learn new programs as needed (SAP, Enviance)
- Project Management
- Continuous improvement minded
- Comfortable with ambiguity and the ability to take initiative
- B.A. or B.S. Degree or equivalent work experience
We are equal opportunity employer, and offer full benefits. Please submit a cover letter and resume for consideration.