Job Description

Job Description:

Job Location – Bay City, MI

Job Duration : 12+ months

The Document Control Specialist I will support document control functions for construction projects and assist in other ESE Document Control activities as needed. The role involves working closely with engineering teams to ensure compliance with document management procedures and ensuring accurate tracking and distribution of project documentation. Main responsibilities include:

Document Management: Support the processing of engineering records and plant modifications, such as drawings, manuals, transmittals, correspondence, and Engineering Change Notices (ECNs).

Collaboration: Work closely with engineering personnel, advising on review and record requirements in alignment with documented procedures.

Tracking & Distribution: Update and maintain the electronic database used for tracking, transmitting, and distributing documents and vendor submittals.

Reporting: Provide regular reports on activities for Daily, Weekly, and Monthly Operating Reviews.

Controlled Document Requests: Request controlled document numbers, including critical drawings (e.g., Wiring Diagrams and Piping & Instrumentation Diagrams) from the Plant Document Control / Engineering Record Center (ERC) as per established numbering conventions.

Audit & Correction: Assess and audit records for accuracy and completeness, identifying issues, and implementing corrective actions.

Project Support: Provide hard copy documents for projects during construction and ensure delivery of critical documents to Plant Document Control at project close-out.

Procedural Updates: Assist in managing and updating document management procedures.

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Essential Functions:

• Strong communication and customer service skills.
• Ability to multitask, stay organized, and adjust to changing priorities.
• Demonstrate leadership, teamwork, and the ability to work independently on complex projects.
• Proficiency in systems/software like SAP for internal processes.
• Manage project milestones and work assignments.
• Exceptional communication skills for interaction with internal and external parties.
• Strong analytical skills for problem-solving and resolving issues.
• Ability to work collaboratively across internal departments.
• Manage physical document distribution, including large, rolled prints.
• Responsible for maintaining clean work areas and ordering plotter supplies when necessary.
• Adhere to safe work practices and compliance standards.
• Maintain regular attendance and consistent performance.
• Experience with document control software such as ProjectWise, Primavera Unifier, CM14, Prolog, or similar tools.
• Preferred Experience: 2-4 years of experience in records management or a similar role.

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Desired Qualifications:

Education: Associate degree or coursework in fields such as Information Science, Data Processing, or related fields.

Experience:

Clerical, administrative, or document control experience, particularly in engineering or construction.

Database management experience.

Experience in utility, engineering, or construction document control.

Software Skills:

Adobe Pro

Plotter and scanner operations expertise.

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