Document Control Specialist

Job Description

Take Your Construction Career to the Next Level!  

Kleinfelder, a Forbes' Top Employer for Engineers in North America, is committed to a people-first culture, technical excellence, and creating opportunities where employees can thrive! 

Are you ready to be challenged, make a difference, and experience professional growth in your career? Kleinfelder's Construction Services team is looking for you! From construction management and observation/inspection services to laboratory testing and materials and forensic engineering, our Construction Services market helps to develop and maintain America's infrastructure and supply chain and is a recognized industry leader with more than 25 accredited laboratories.

Step into Your New Role

 

Reporting to the Project Services Manager, the Intermediate Document Controller will be responsible for the organization, management, and maintenance of all documentation for multiple projects and multiple clients. This individual will oversee all aspects of filing, archiving, and retrieval of these documents according to company policy, and aid in the development of additional procedures and protocols as necessary. The Intermediate Document Controller will provide mentorship and support to junior members, in order to ensure that all client requirements are met.

 

EXPERIENCE & ACADEMIC REQUIREMENTS 

• Post-Secondary Diploma in Information/Document Management or a suitable combination of education and practical experience managing documents.
• Minimum 4 years of experience as a Document Controller.
• Proficiency in MS Office Suite programs used to create reports and documents.
• Knowledge of projects in the oil and gas industry is a must.
• Knowledge and experience with Syncrude document control systems is a must. 

RESPONSIBILITES 

• Receive and issue documents to/from multiple clients and distribute appropriately.
• Develop and maintain spreadsheets and databases for tracking.
• Ensure all documents issued are in accordance with client/project standards.
• Develop turnover packages and ensure delivery to client as per project requirements.
• Facilitate the movement of documents between Kleinfelder and clients through emails, transmittals, and client document management systems.
• Send and track Requests for Information (RFIs) as well as any other requests from staff and clients.
• Process vendor documentation received from and sent to vendors.
• Receive and track document/drawing numbers, revisions and engineering holds.
• File and archive documents, ensuring proper storage for easy retrieval if needed.
• Manage multiple clients and coordinate between different engineering projects and disciplines.
• Follow Standard Operating Procedures in Document Control that meet Kleinfelder and client project standards, and participate in the creation and revision of additional procedures.
• Provide assistance and ongoing mentorship to junior personnel, to maintain an effective team.
• Completion of other relevant duties as required. 

 COMPETENCIES & SKILLS

• Team leadership and teamwork skills.
• Mentoring skills.
• Client service oriented.
• Excellent oral and written communication skills.
• Strong attention to detail.
• Strong organizational awareness.
• Results and change management.
• Excellent organizational and time management skills.
• Dependable self-starter.

POSITION CONDITIONS

Job is performed in a hybrid work from home/office environment to suit position demands.

 

Following an offer, candidates will be required to satisfactorily complete employment reference checks, verification of professional licensure and/or educational credentials, a motor vehicle report (MVR), and a comprehensive background check.

Move Forward with Kleinfelder: Kleinfelder and its’ subsidiaries and affiliates, has been connecting great people to the best work since 1961. We are engineers, scientists, and construction professionals providing solutions that improve our clients’ transportation, water, energy, and other private infrastructure. As a responsive, cross-disciplinary team of bright, curious, and innovative problem-solvers, we are dedicated to doing the right thing, every day, on every project from over 110 offices in the US, Canada, and Australia. Connecting great people to the best work is our purpose – together, we deliver.   

Progress with an Employer that Values You  

Kleinfelder, and its’ subsidiaries and affiliates, is an inclusive organization free from discrimination. We are a stronger organization when we are a diverse workforce and believe that through diversity, equity, and inclusion comes creativity, innovation, and unity. We are proud to offer the following:   

Benefits: Kleinfelder, and its’ subsidiaries and affiliates, offers an excellent compensation and benefits package, including: medical, dental, vision, life insurance, 401(k) plan, and paid holidays.

Career Development: We are committed to investing in the professional development of our staff, offering each employee every opportunity to grow, develop, and take control of their career paths. We support these efforts through reimbursements for continuing education as well as many of the expenses associated with trainings and certifications, and opportunities for career development through our internal Mentoring Program.   

Equal Opportunity: Kleinfelder, and its’ subsidiaries and affiliates, is an Equal Opportunity Employer – Minorities/Women/Disabled/Veterans. (Compliant with the new VEVRAA and Section 503 rules)   

NOTICE TO THIRD PARTY AGENCIES    

Please note that Kleinfelder, and its’ subsidiaries and affiliates, does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, Kleinfelder, and its’ subsidiaries and affiliates, will not consider or agree to payment for any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, Kleinfelder, and its’ subsidiaries and affiliates, explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resume, including those submitted to hiring managers, are deemed to be the property of Kleinfelder.