Document Control Specialist

Document Control Specialist

Total Safety is looking for a Document Control Specialist to join their safety conscious team! The Document Control Specialist provides document control, administrative, accounting, and clerical support that requires specialized knowledge of construction projects, preferably in the industrial market.

Total Safety is the world's premier provider of integrated safety and compliance services and the products necessary to support them, including gas detection, respiratory protection, safety training, fire protection, compliance and inspection, industrial hygiene, onsite emergency medical treatment / paramedics, communications systems, engineered systems design, and materials management. Our Core Values are People, Safety & Wellbeing, Accountability, Responsibility, Empowerment, Honesty, Transparency, and Integrity.

Specific Job Duties and Responsibilities :

• Focal point of incoming and outgoing communications between internal staff and external customers. Tracks documentation status such as Request for Information (RFI), Change Orders, and other correspondence to the customer. Tracks project costing including materials, labor, equipment, and other miscellaneous expenses specific to the project(s).
• Performs a variety of clerical and administrative duties for assigned project(s). Prepare documents, correspondence, presentations and reports assigned. Edits and proofs for grammar, spelling, and clarity of expression, organization, and conformance to company specifications. Proofs art or graphics and verify that art and text agree. Compiles, copies, binds and distributes reports or coordinates for such activities.
• Collects, compiles and reviews complex data and information for inclusion in reports and presentation materials. Enters data from various sources to maintain and update various databases and spreadsheets. Ensures data integrity by verifying input and calculations.
• Works with assigned team to develop and maintain standard templates for regular departmental activities, reports and presentations to maximize efficiency and reduce turnaround time.
• Assist others by furnishing information and helping with problem resolution. Answers most questions via phone or email independently and provides accurate and timely information. Takes accurate phone and verbal messages and ensures that messages are communicated in a timely manner.
• Creates, runs and distributes standard and customized periodic reports, to communicate follow-up requirements and to summarize reports, etc. Prepares basic review / analysis of reports and provides summary and / or deviations to facilitate review. Maintains organized computer and / or hard copy files for easy identification and retrieval.
• Plans, coordinates and decides for meetings or other similar functions. Coordinates scheduling meeting materials, AV and catering arrangements.
• Ensures accurate and timely communication with involved parties. Assist others in department as necessary. Assists others in office as needed including providing back-up reception. May assist with departmental human resource functions, which may include maintaining time off request, training less experienced personnel, preparation of confidential personnel information and new hire orientation. Cross-trains with others as assigned.

Education and Experience :

High school diploma or GED plus additional specialized courses or Associates Degree in related field. At least three (3) years project coordinator or document control experience. Direct experience with knowledge of project execution, procedures, terminology and interrelationships.

Other Required Skills, Knowledge or Abilities :

PC skills with thorough knowledge of MS Word, MS PowerPoint, MS Excel, and other departmental software programs. Ability to develop and maintain spreadsheets and modify formats to complete assignments and recommend improvements. Ability to pay close attention to details and present good planning, organization, and time management skills. Ability to handle diverse tasks simultaneously, work effectively with interruptions and consistently meet or exceed production and quality goals. Demonstrated ability to handle confidential or sensitive information or issues. Ability to efficiently operate and perform basic maintenance and troubleshooting of all office equipment. Must demonstrate ability to work in a team environment and willingness to assume additional or new responsibilities readily.

Work Environment :

Some office work but mostly on job site(s) in construction environment including temporary facilities. Flame Retardant Clothing and Steel toe footwear may be required daily.