Document Control Specialist

TITLE:


Document Control Specialist

DEPARTMENT:


Operations


REPORTS TO:


Document Control Supervisor

FLSA:


Non-Exempt


WORK SCHEDULE:


M-F 8:00AM-5:00PM

TRAVEL REQUIRED:


No


LOCATION:


Lakewood, CO

MANAGEMENT:


No


EEO:


Professionals

JOB FAMILY


Professionals

A Little About Us: ZAP is a full-service engineering, design, and construction management firm servicing the oil & gas, heavy industrial, mining, and manufacturing sectors. From our Lakewood, Colorado office, we execute projects across North America spanning from California to Florida and Canada down to Mexico. Our projects range in size from simple engineering studies or maintenance repairs to full-scale design of large facilities. ZAP operates at a fast pace while providing a team-centric approach to our work.

About your role:

This is a hands-on, in-office, full-time position with day-to-day duties that include maintaining project documents and records, sending and receiving transmittals. The Document Control Specialist coordinates with and supports Project Teams and may interface with Clients.

Essential Duties and Major Responsibilities

• Engineering Document Control (DC)
  • Manages transmittals and document controls through quality assurance (QA) and quality control (QC) of project documents and drawings, document routing, as well as creating and issuing transmittals.
  • Maintains project master drawing list and drawing folders, in addition to, assisting with job book creation and updates.
  • Maintain document sharing site(s), both internal and Client managed document sharing site(s).
• Vendor/Supplier Document Control (DC)
  • Receive vendor/supplier transmittals providing primary QA and QC of vendor/supplier documents and drawings and prepare submissions for routing.
  • Utilize document database for tracking of vendor/supplier documents.
  • Create/update/maintain vendor/supplier document status reports.
  • Maintain project Vendor Transmittal folders.
• Assist with other duties as assigned .

Work Hours:

• Company Hours
  
  
  This position works 8:00 AM to 5:00 PM. Hours vary and are dependent on business needs. This is an in-office position.
  
  
  40 Hour Work Week
  
  
  Monday through Friday, Hours may vary with the workload.
  
  
  Evenings/Weekends/OT
  
  
  As needed to satisfy the requirements of the position.

Benefits:

• Medical Insurance
• Dental insurance
• Vision Insurance
• 401(k)
• Accrued PTO
• Short-Term and Long-Term Disability
• Basic Life / AD&D
• Voluntary Life / AD&D
• Employee Assistance Program (EAP)
• Aflac

Education

• Some collegecourse work required.
• Associate or bachelor's degree preferred.
• 1+ years of document control experience preferred.
• 1+ years of industry experience preferred.

Type of Experience Needed to be Successful:

• Excellent written and verbal communication skills.
• Problem-solving skills to propose mutually beneficial solutions.
• Competent in Microsoft Office Suite, including Word, Outlook, and Excel, as well as other software required to execute daily tasks.
• Familiarity with database applications.
• Ability to self-direct and take responsibility for own tasks, deliverables, and timelines.

Supervisory Expectations:

The position does not have any regular responsibility for overseeing or supervising the work of other team members.

Independence of Action:

Work progress is closely monitored by supervisor/manager/leader; incumbent follows precedents and procedures and may set priorities and organize work within general guidelines established by supervisor/manager.

Physical Demands and Work Environment: (The phrases "occasionally," "regularly," and "frequently" correspond to the following definitions: "occasionally" means up to 1/3 of working time, "regularly" means between 1/3 and 2/3 of working time, and "frequently" means 2/3 and more of working time.)

• The work environment is the typical office and construction environment. The employee must complete their work satisfactorily in an environment where there are significant distractions, including staff, clients, and vendors walking through and conversing, telephones ringing, conversations carrying over, loud noises, and interruptions to answer questions from others. Loud noises, OSHA hazards, industrial materials, machinery & equipment, dangers chemical substances, and interruptions requiring the employee to answer questions from others.
• The physical demands described here represent those that an employee must meet to successfully perform the essential functions of this job. In many cases, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, reach with hands and arms, and stoop, kneel, crouch, or crawl.
• The employee must regularly lift and/or move up to 25 pounds and should do so in a sound and safe manner. This job's specific vision abilities include close vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Core Competencies:

• Oral Communication and Written Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; writes clearly and informatively; Edits work for spelling and grammar. Able to read and interpret written information. Ability to communicate with clients or customers.
• Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own work to ensure quality.
• Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments; commits to long hours of work when necessary to reach goals.; completes tasks on time or notifies appropriate person with an alternate plan.
• Attendance/Punctuality - Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.
• Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.
• Detail Oriented - Consistently checks and rechecks work product for accuracy. Able to manage multiple tasks while accurately performing essential job functions. Prepares accurate and thorough reports, emails, and data as required by the position.