Document Control Specialist

Total Safety is looking for aDocument Control Specialistto 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 Safetyâis the worlds 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.

Experience
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.

Required Experience:

IC