Document Control Specialist
The energy services division of exp is searching for a Document Controls Specialist for our branch office in Houston, Texas. This position will perform activities necessary to ensure various forms of documentation, including but not limited to proposals, permits, contracts and correspondence, are worded, formatted and distributed within given deadlines and stored according to specifications required by federal and state law, document management standards and if applicable, within project-related contractual guidelines.
Principle Areas of Responsibility:
•Establish and manage a library of reference materials, historical project pursuits, client and potential client biographies, employee resumes and other pertinent data.
•Maintain a complete and accurate archival system of documents by coordinating the storage, retrieval and global access of document control system/software including both hard and electronic copies of documents.
•Sort, compile, code, categorize, calculate, tabulate and/or verify informational reports, drawings, artwork, correspondence and other data and return to appropriate storage locations.
•Perform ongoing data entry to create and/or update file folders, labels, correspondence and reference materials for document management system.
•Act as point of contact for and coordinate with the client and/or subcontractors to track and control flow of pertinent project documents.
•Ensure correct distribution of documents for purposes of squad checks and final reviews.
•Ensure only current working documents are available for review and superseded documents are filed accordingly.
•Evaluate, develop and maintain improved techniques for the control of documentation.
•Coordinate standard reporting for multiple projects on a daily, weekly and monthly basis.
•Coordinate the document review process through tracking all commentary and revision suggestions of multiple-member teams in addition to making final updates to the official documents.
•Create, track and communicate all deadlines and progress for proposal submissions, permits and other important regulatory documents.
•Proofread proposals, permits and other documents to ensure appropriate language and formatting is used consistently per set standards and make recommendations for adjustments as needed.
•Edit proposals, permits and other documents for all stages of submissions per specific formatting requisites.
•Merge a variety of documentation, photographs, CDs, DVDs, USB sticks, etc. for project related submissions.
•Assist with administrative and clerical duties including but not limited to making copies, distributing mail, preparing correspondence and answering/redirecting calls on a multi-line telephone system.
The Skills, Knowledge, and Abilities We Seek:
•Bachelor's degree in Business Administration or equivalent experience.
•Ability to communicate effectively, verbally and in writing.
•Ability to establish and maintain effective working relationships.
•Ability to document existing and new processes.
•Ability to maintain an electronic and hard copy filing system and archive.
•Ability to perform assigned responsibilities with minimal to moderate supervision.
•Ability to prioritize, organize and perform multiple work assignments simultaneously.
•Ability to meet deadlines successfully.
•Ability to read, write and speak the English language fluently.
•Ability to evaluate process effectiveness and develop change or alternatives.
•Ability to gather, interpret, report, and/or edit information.
•Ability to perform accurately in a detail oriented environment.
•Ability to compile, review, and reconcile data for accuracy, completeness, and compliance.
•Ability to write and/or proofread and edit written word and/or information in various formats.
•Ability to lift up to 30 pounds.
•Knowledge of office practices, procedures and etiquette.
•Knowledge of basic computer functions, operations and software including, but not limited to Microsoft Outlook.
•Intermediate skill in utilizing Microsoft PowerPoint
•Intermediate skill in utilizing SharePoint
•Understanding of QDMS software
•Advanced skill in preparing clear and concise reports, procedures, correspondence and other written and electronic materials.
•Advanced skill in utilizing Microsoft Word (2007 or higher), Microsoft Excel and Adobe Acrobat.
Tests & Exams:
•Successful completion of a pre-employment criminal background check
•Successful completion of a pre-employment driver's history check.
•Successful completion of a pre-employment drug test.