Document Controls Specialist

This Opportunity

Be involved in projects with our New York Team and be a part of a growing organization that meets our client's objectives and solves their challenges.

At WSP, we are driven by inspiring the right people to be part of our future-focused business objectives. Our devotion to teamwork has allowed us to build communities and expand our skylines. Here at WSP, anything is within our reach and yours as a WSP employee. Come join us and help shape the future!

WSP is currently initiating a search for a Document Control Specialist for our New York City office.

Your Impact

Duties and Responsibilities:

• Follow the established procedural framework for identifying, collecting, distributing, and filing the controlled documents for the Project. This involves maintaining document control procedures and participating in document control tools. Also includes internal and external project participants' distribution of correspondence, technical submittals, project reports, Requests for Information, Meeting Minutes, contract plans and specifications, etc.

• Support Document Control Manager in training. Ensure Project Team members to successfully use the Project document systems such as SharePoint and Procore.

• Facilitate Project Team members to understand and enhance their compliance with Document Controls procedures.

• Work with Document Control Team to ensure policies and procedures are being followed.

• Knowledge of document management process, procedures, and systems.

• Provide quality assurance/quality control (QA/QC) audits of the Document Control files. Check documents for accuracy of metadata information prior to submitting them in the Project's electronic document filing system(s).

Provide Document Management support to project team:

• Review project submittals/transmittals for correctness, Manage Document Naming Convention, numbering, and distribution.

• Process Outgoing documentation and Incoming responses according to established workflows.

• Initiate and track document comment responses or incomplete RFI questions.

• Ensure that electronic record files as required are maintained in good order to comply with QA and contractual requirements.

• Familiar with the Submittal and RFI Packages Procedure and Processes

• Perform reoccurring training on Document Management Requirements and Procore use.

• Optimize Document Control productivity, efficiency, and service quality.

• Work with project leads to ensure timely processing of documentation.

• Manage the handling, storage, and distribution of Protected Information.

• Conduct Internal Quality Audits of Document Management System

Who You Are

Minimum Qualifications:

• Bachelor's Degree or equivalent experience

• 5-7 years of document management experience with major Capital Improvement Programs or Large construction Projects

• Experience working on Design, Pre-Construction, Construction and Closeout or similar projects in a document control role.

• Working knowledge of electronic document management system such as Procore and SharePoint.

• Working knowledge of Bluebeam.

• Advanced computer and word processing skills using MS Office applications.

• Ability to coordinate several high-priority deadlines simultaneously and demonstrate flexibility when priorities change.

• Excellent organizational & prioritizing skills with the ability to multitask.

• Ability to interface and interact with Management and Client Representatives at all levels.

• Exceptional client relations and customer service skills

• Able to demonstrate sense of initiative and ownership.

• Energetic, self-motivated and quick to learn with a focus on continuous improvement.

• Excellent written and verbal communication skills

• Technical knowledge of industry documents, records, and data management systems

• Team player with excellent communication and presentation skills

#LI-MP1

Compensation and Benefits:

WSP provides a comprehensive suite of benefits including medical, dental, vision, disability, life, and retirement savings focused on a providing health and financial stability throughout the employee's career.

Expected Salary: $100,600-120,200

WSP USA is providing the compensation range and general description of other compensation and benefits that the company in good faith believes it might pay and/or offer for this position based on the successful applicant's education, experience, knowledge, skills, and abilities in addition to internal equity and geographic location. WSP USA reserves the right to ultimately pay more or less than the posted range and offer additional benefits and other compensation, depending on circumstances not related to an applicant's sex or other status protected by local, state, or federal law.