Document Control Supervisor

Zachry Industrial Incorporated (ZII) is looking for a detail-oriented Document Control Supervisor to support our Duke Marshall project site.  This is a great leadership opportunity to work on a challenging project for a well-known client in the industry,  champion the organization’s document management capabilities, and greatly impact the  construction business. 

The Document Control Supervisor will lead the Document Control group on-site for Zachry.  This role will lead the effort to implement our  document control processes  and tools.  This role will develop and maintain procedures and processes for ZII’s Document Management System, Aconex.  

• Develop and maintain business processes and procedures to ensure documents and Document Management System (DMS) are kept in compliance and aligned with project requirements 
• Receive, process, and distribute project documents in DMS according to project requirements
• Revise existing work processes due to changes in project and client requirements when necessary 
• Provide training to Document Controllers and on-site Field team. Provide training materials with an emphasis on clarity and quick onboarding
• Supervisory responsibilities for a small team of Document Control Coordinators.
• Oversight of contractors and employees operating within the client’s DMS, Procore
• Quality control for metadata, document contents, cross-referencing, and required signatures in DMS
• Assure Document Control Coordinators are regularly meeting with  the site team to ensure their activity in the DMS is in compliance with the client’s standards (tagging, document numbering, final turnover deliverable requirements, etc.)
• Administrative duties such as access control and periodic access audits, 
• Understand Records Management policies and maintain compliance for DMS 
• Coordinate and manage of document control activities for the Field,  Engineering, Subcontractors, and Suppliers
• Coordinate handover of documents to operations during construction and project close out
• Manage As-Built work process
• Ensure collection and retention of construction documentation such as fabrication record books
• Excellent computer skills such as familiarity with Adobe and/or Bluebeam, Microsoft Office (Outlook, Excel, Word) are necessary. Strong Troubleshooting skills is required.

Qualifications

• Minimum High school diploma with previous experience in other functional areas
• Minimum of 3-5 years of experience in  document control the industry
• Experience developing and maintaining document management processes and procedures
• Oversight of contractors and employees operating within the document management system
• Compliance for all document management systems
• Possesses excellent oral and written communication skills
• Adapts well to change
• Problem solving skills, works to resolve complex situations with appropriate management
• Dependable  and meets deadlines, works independently, accountable for work, maintains focus, punctual, and a good attendance record
• Maintains a professional attitude and able to work interdependently or work as a TEAM member

Preferred Qualifications

• Associate’s or Bachelor’s Degree

Physical Demands:

Employee will be required to communicate in person, via telephone, email, video chat and software systems. May need to lift or carry up to 25 lbs occasionally. Position may include visits to construction sites and industrial facilities requiring mobility (on ground and at low heights) and the use of personal protective equipment (PPE) including but not limited to: hardhat, safety glasses/goggles, ear plugs/muffs, masks/respirators, safety vests, gloves and work boots.

Work Environment

Employee will work in multiple environments including an office or in a trailer or building on construction sites. On construction sites, noise levels will be moderate to high. Job sites may contain the following: light to heavy equipment vehicles, small to large equipment, materials, communication equipment and tools, people standing, walking, sitting, signaling, and talking. Noise levels vary and may include bells, whistles, and alarms. This position requires ability to function in a fast paced environment with a multitasking approach to perform key functions and often interrupted environment.

The above description covers the fundamental responsibilities of the Document Control Supervisor. It shall not be construed as a complete listing of all miscellaneous, incidental or similar duties which may be required from day-to-day.

Zachry Group is dedicated to providing a Safe and Drug Free work environment; and is an Equal Opportunity Employer.