Document & Control Specialist | Project Time & Cost, LLC

Document & Records Control Specialist (Los Alamos, New Mexico)

Project Time & Cost, LLC (PT&C) is an international project management and construction management firm, headquartered in Atlanta, GA, USA.

PT&C has an exciting opportunity for a Document & Records Control Specialist in Los Alamos, NM.

The Document & Records Control Specialist will perform document control functions and activities related to establishing design/construction documentation and processing capital asset construction project records and documentation. Responsibilities include:

Maintaining active and archived construction records according to record retention and destruction policies.
Releasing and maintaining internal procedures, forms and training courses.
Conducting data research, data analysis, and audits for assigned project(s).

Typical Records Management Duties:

Assist with maintaining the NNSA Records Management System, including the maintenance and management of active and archived records.
Establish and manage baseline control for NNSA and USACE construction project documentation on assigned project(s).
Maintain organizational security and confidentiality of information.
Release and archive NNSA and subcontractor documents as defined by the respective Federal Project Directors and the CMRR PMO engineering control process.
Maintain strict version control of all documentation.
Participate in configuration control boards for managing and documentation changes.
Maintain document and records subsystem(s) that provide the following document/record services: access control, version control, baseline establishment, change tracking, and configuration status accounting.
Periodically assist staff with requests to locate and retrieve information.
Maintain master lists for active and archived construction project records.
Perform audits of documentation against master lists and reconciliation of checked-out documents.
Create and maintain certain construction line item documentation masters, document control system data elements, and bill of material structures from NNSA/USACE/subcontractor documents and Engineering Bill of Materials/Computer Aided Design document compare results.
Review and incorporate engineering change orders using the USACE Engineering Control system and network data locations.
Participate in meetings, on teams, and in document and record audits and special project assignments.
Assist in the training of internal users on records management systems and processes.
Assist in the formulation, implementation and review of records management policies and procedures.
Assist in the development, implementation and review and support training of an Electronic Document Management System.
Participate as a member of the Records Management Team in innovative and creative ways while providing courteous, efficient and professional service.
Assist with administrative duties as required.

Judgement and Decision Making:

Guidance and advice is always available from senior employees.
The nature of the work encompasses existing methods, procedures and processes; however, the position will require an ongoing improvement of these processes.
The continual application of problem solving skills will be involved in meeting customer needs.
Ability to promptly deal with all enquiries or accurately re-direct enquiry where appropriate.

Specialist Skills and Knowledge:

Knowledge of Records Management standards and legislation relating to the current trends and management of records within a medium sized organization.
Demonstrated use of an Electronic Document Management System (EDMS) would be desirable.
Broad knowledge of all services and officers responsible for providing those services.
Sound knowledge of customer service principles.
Proficient in the use of computers and computer software relevant to the position.

Management Skills:

Ability to work with minimum supervision.
Ability to plan and manage time effectively and prioritize workload, particularly in being able to manage multiple inquiries simultaneously.

Interpersonal Skills:

Oral communication skills of an order sufficient to communicate clearly and effectively with staff and clients.
Well-developed problem-solving skills.
Ability to work as part of a team.
Ability to deal with all customers, some who could present with verbal behavior that is challenging and address their concerns in a professional and courteous manner.

Qualifications and Experience:

MUST BE A U.S. CITIZEN
Must be a resident of the Los Alamos, NM area or be willing to relocate.
Bachelor’s degree from an accredited college or university required (Library Science, Business preferred) or a combination of education and experience that provides the applicant with knowledge equivalent to a major in such fields.
3-5 years of relevant experience is desired. Any satisfactory equivalent combination of education and experience which demonstrates the knowledge, skills and ability to perform the above described duties will be considered.
Experienced with Microsoft Office products.
Candidates with experience in the planning and conduct of Physical and Functional Configuration Audits for systems and products are preferred.
Candidates with experience with industry accepted document/record control tools are preferred.

Project Deliverables:

Weekly Correspondence, Reports and Documents Log – A weekly report, prepared through log sheets (logs of method statement, log of drawings, log of material submittal, etc., updated regularly), indicating the revisions, status and approvals of the documents. A separate file of records of transmittal including the attached document should be made
Monthly Submittal Log – Monthly Submittal Register – drawings, material submittals, inspection requests, method statement including ITP and checklist, pre-qualification letters, and specifications – when a project is in design, construction, and test & turnover. The Submittal Register will be recorded to the respective log sheet and be submitted to USACE once signed off by a project manager or technical manager.
Provide updates to weekly construction status meetings as designated by the CMRR PMO Director.

Benefits:

Paid Time Off (PTO) – Employees begin accruing at the rate of 20 days per year. PTO begins accruing immediately on your first day of employment with PT&C.
Paid Holidays – In addition to the PTO, there are 8 paid holidays: New Years, Memorial Day, Independence Day, Labor Day, Thanksgiving, Day after Thanksgiving, Christmas Eve and Christmas.
Insurance – PT&C provides major medical, dental and vision at a reasonable cost. Life insurance is company paid and additional life insurance is available for purchase.
Matching 401(k) – Employees are eligible immediately. You may contribute 6% of your salary and PT&C will match the first 6% with 3% or $.50 on the dollar. You may also contribute more than 6%.

For immediate consideration, please email your resume to arlen.crawford@ptcinc.com or call Arlen Crawford at 404-782-8455.

You must have United States citizenship to be eligible for this position.

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