Document Controls Specialist

Job not on LinkedIn

🔥 5 minutes ago

🏄 California – Remote

🏄 California – Remote

💵 $24 - $25 / hour

⏰ Full Time

🟡 Mid-level

🟠 Senior

🦅 H1B Visa Sponsor

This company has sponsored H1B visas in the past.

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Matrix

WebsiteLinkedInAll Job Openings

10,000+ employees

Founded 2001

🏥 Healthcare

🎖️ Defense

📦 Logistics

Healthcare • Defense • Logistics

Matrix is a dynamic technology company that empowers businesses through comprehensive digital transformation solutions. With a strong focus on responsible AI, big data analytics, and cloud infrastructure, Matrix delivers innovative customer experience platforms and deep insights to help organizations excel in the digital age. Their extensive expertise spans across various industries including healthcare, finance, and defense, providing consulting services and tailored technology solutions that drive efficiency and competitive advantage.

📋 Description

• Establish and administer document-control processes for assigned capital and construction projects. • Develop and maintain project document-control plans, procedures, workflows, numbering conventions, metadata requirements, and distribution matrices. • Receive, register, classify, review, distribute, track, and archive project documentation. • Maintain document registers and current document status, ownership, revision, approval, and distribution information. • Control engineering drawings, specifications, calculations, procedures, data sheets, reports, contracts, purchase orders, correspondence, and other project records. • Manage contractor, consultant, supplier, and equipment-vendor document submissions and review workflows. • Process and track submittals, transmittals, requests for information, technical queries, design changes, field changes, and other controlled project communications. • Verify compliance with naming, numbering, formatting, metadata, and submission requirements. • Route documents to reviewers and approvers and monitor workflow status. • Follow up on overdue reviews, approvals, responses, and deliverables. • Control superseded or obsolete documents and maintain revision histories and records traceability. • Support controlled distribution of current drawings and specifications. • Perform periodic document audits and coordinate corrective action for missing, inconsistent, duplicate, or improperly revised documents. • Produce document-control reports on submission status, review cycles, overdue items, deliverables, and turnover readiness. • Coordinate with engineering, procurement, construction, quality, project controls, and project management teams. • Support project meetings with current document status and follow-up tracking. • Maintain access permissions and protect confidential, proprietary, commercial, and technical information. • Assist project members, contractors, and vendors with document-system access and submission requirements. • Support PMO document-control standards, templates, training materials, and governance processes. • Coordinate collection, review, indexing, and turnover of final project records. • Support project closeout by verifying documentation is complete, approved, indexed, and transferred to the appropriate system. • Maintain project records in accordance with Element Solutions requirements and applicable contractual, regulatory, quality, and retention standards. • Perform primarily office and non-manual work and interface with managers or department heads requiring integration across multiple functional organizations. • Use lessons learned to improve future projects and recommend policy and procedure improvements.

🎯 Requirements

• Demonstrated experience performing document control for capital, engineering, construction, manufacturing, or industrial projects. • Experience managing technical documents, engineering drawings, specifications, vendor submittals, transmittals, and formal review workflows. • Strong understanding of document numbering, metadata, revision control, distribution, approval status, and records traceability. • Experience maintaining document registers and monitoring document deliverables across multiple organizations or disciplines. • Ability to review submissions for compliance with established document-control requirements. • Strong attention to detail and ability to identify inconsistencies, missing information, and revision-control issues. • Ability to manage a high volume of documents, workflows, deadlines, and stakeholder requests. • Strong written and verbal communication skills. • Proficiency with Microsoft Office, SharePoint, and electronic document-management or collaboration systems. • Ability to work independently while coordinating effectively with project teams, contractors, consultants, and vendors. • Ability to appropriately handle confidential, proprietary, commercial, and technical information. • Ability to manage multiple assignments, deadlines, meetings, and stakeholder requests simultaneously. • Clear, concise, and effective fluency in the English language is essential. • Preferred: Experience supporting high-value industrial construction or manufacturing-facility projects. • Preferred: Experience working within a corporate PMO or supporting multiple capital projects. • Preferred: Experience with engineering and construction document-management systems. • Preferred: Familiarity with Oracle Primavera Cloud or comparable enterprise project-management platforms. • Preferred: Experience supporting engineering, procurement, construction, commissioning, start-up, and project closeout. • Preferred: Familiarity with requests for information, technical queries, submittals, change documentation, and issued-for-construction workflows. • Preferred: Experience assembling final turnover packages and validating as-built, vendor, quality, commissioning, and operating documentation. • Preferred: Experience supporting specialty metals, chemical processing, advanced manufacturing, or similar industrial facilities.

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