Project On-Site Document Control Specialist

G&C Equipment Corp Gardena , CA 90248

Posted 4 days ago

Responsible for managing Project documentation for the concrete pour phase 1, ensuring their accuracy, quality and integrity. A person in this position will adhere to the record retention policies, safeguard information and retrieve data more effectively.

MAJOR DUTIES AND RESPONSIBILITIES (may include, but not limited to the following)

  • Receive batch slips from the onsite receiver several times during the course of a day.
  • Examine each batch slip received to ensure that each batch slip contains all necessary information.
  • Prior to entering data from concrete plant batch slips, verify the information contained on the batch slips against purchase orders to ensure accuracy (concrete type, general classification and design code).
  • Enter all required batch slip information into the project material/concrete log.
  • Maintain all information input on the material/concrete log and ensure the integrity of the information.
  • Make certain that each batch slip received is properly entered on the spreadsheet in the material/concrete log link.
  • Ensure that the clerical support clerk stores, manages and tracks the batch slips.
  • Oversee the electronic filing of all batch slips in a manner to preserve their integrity.
  • All of the original batch slips should be filed in chronological order for easy retrieval as may be required.
  • Coordinate the exchange and flow of documentation as may be required by G&C Equipment.
  • A large part of the job is to control the retrieval of documents.
  • Perform administrative tasks to assist with file migrations and audits, as needed.
  • Ensure that the clerical support clerk has coordinated with G&C Equipment the receipt of concrete billings as they are received by G&C. This process becomes necessary in order to have a complete cycle of information in the material/concrete log.
  • Coordinate with clerical support clerk to receive and route G&C Equipment customer invoices being sent in order to have a complete cycle of information in the material/concrete log.
  • Direct clerical staff to route incoming documents, after they have been recorded in the materials/concrete log, to G&C in support of their internal accounting systems.
  • Provide analysis in report format for the information contained in the materials/concrete log.

Requirements

  • Maintaining digital filing procedures.
  • Formatting excel spreadsheets, V-look-ups, formulas and pivot tables.
  • Analysis of data and formatting it into reports.
  • Microsoft office products. Internet software usage, order processing systems, inventory software and word processing software.
  • Correct English usage, spelling, grammar, punctuation and mathematical concepts.
  • Construction industry terminology for requisitions, purchase orders, invoices, and other receiving documentation.
  • Document control software, process map software, SharePoint and FileNet.
  • Automated record storage, retrieval, and management systems.

ABILITY TO:

  • Strong interpersonal, communication and customer service skills.
  • Ability to work independently and be highly motivated.
  • Ability to give attention to detail is a must.
  • Control a large volume of data.
  • Ability to calculate mathematical values.
  • Work in a fast-paced and deadline driven environment.
  • Multi-task and prioritize workload and related tasks.
  • Operate well under stress.
  • Plan and organize work.
  • Establish and maintain cooperative and effective working relationships.
  • Work effectively as a team member.
  • Maintain control of primary source documents.
  • Meet schedules and timelines.
  • Communicate both orally and in writing in a clear and concise manner.

EXPERIENCE

A minimum of three (3) to five (5) years of document control experience in a fast-paced environment. Demonstrated ability to pay attention to detail. Experience in a construction environment is preferred. High level of proficiency in in excel spreadsheets, formatting, formulas and pivot tables.

EDUCATION

Minimum of a high school diploma or equivalent is required. Prefer a certificate program graduate, associate degree college graduate. Experience as a control document specialist in an engineering or architectural environment can be substituted for a college degree or certificate program credentials.

Benefits

Medical, Dental, Vision, Vacation and Sick leave.

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Project On-Site Document Control Specialist

G&C Equipment Corp