Document Control Specialist

Document Control Specialist

Location: Lewiston, NY 14092 Duration: 12+ Months Pay Range: $35.00 to $40.00

Project Overview

The Niagara Construction Management (CM) Department requires the services of a Document Control Specialist / Administrative Assistant to provide document control and administrative support for various Capital Projects at the Niagara Power Project. Key programs and projects include; this position will work closely with company's Project Management (PM) and Construction Management (CM) staff and will coordinate with the PM Document Control Specialist. The Consultant will be responsible for document control and administrative activities as described in the Scope of Services below.

Job Functions & Responsibilities

Provide Document Control and Administrative Support services to the Niagara CM Department. The role will primarily involve the use of Procore, Maximo, Microsoft Office, and other company-designated systems to develop, manage, and control documents throughout the lifecycle of Niagara Capital Projects. All work shall be performed in accordance with company's policies, procedures, standards, and governance requirements.

Document Control Support

• Project File Setup and Administration.
• Set up project files and administer/update those files for identified projects in the software system(s) designated by the organization.
• Ensure that document naming conventions are maintained in strict accordance with NYPA procedures.
• Understand and apply the required metadata structure and file documents in accordance with project governance and applicable project filing and naming conventions.

Document Control Planning and Governance

• Develop and implement a site-specific document control plan.
• Coordinate off-site document control interfaces with the Engineer-of-Record, Architect/Engineer (A/E), and/or, as required.
• Develop a project documentation activity/task list using company's template or other approved software.

Project Binders and Logs

Maintain an electronic project binder for each project and/or construction activity, as directed by organization. Monitor project binders to ensure compliance with the Project Management (PM) Process and Project Governance Procedure.

• Prepare and maintain document logs for construction, including but not limited to:
• Safety and environmental logs.
• Contract logs.
• Insurance logs.
• Certified payroll logs.
• Client logs.

Submittals Management

Support coordination and management of submittals, including review, approval, and return of shop drawings, samples, and related documents to company and contractors. Maintain and update the Submittal Log, including review status and final disposition.

Drawing Management

• Track clone drawings are issued to the Contractor.
• Reconcile unused clone drawings.

Coordinate Issued for Construction (IFC) Drawing Packages, Including:

• Maintaining master drawing lists.
• Distributing required drawings to Contractors and/or company personnel.
• Coordinate receipt of all final redline drawings, ensuring they are received and/or electronically scanned and filed in accordance with company requirements.
• Coordinate receipt of all final as-built drawings, ensuring they are received and/or electronically filed in accordance with company requirements.

Asset Management Coordination

• Coordinate with company's Asset Management Department regarding distribution and handover of applicable electronic files associated with assets created or updated in Maximo.
• Ensure proper attribution and alignment of documents with corresponding asset records.

Project Closeout Support

• Support project closeout activities in accordance with company's Project Management Policies and Procedures.
• Closeout documentation will be assembled as the project progresses and completed within 30 days of construction completion.

Responsibilities Include, But Are Not Limited To:

• Assemble interim closeout documentation at appropriate stages, following company governance requirements through construction completion.
• Review all final payments for company's approval or action.
• Ensure receipt of all lien release certifications.
• Finalize a summary of all project expenditures.
• Assist organization with any required audits.
• Verify that all project files, manuals, as-built drawings, permits, warranties, and other pertinent documentation are correct, complete, inventoried, and provided to organization.
• Verify that all documentation is contained in the electronic project binder as specified by organization.
• Assist company personnel with preparation of all project closeout materials and file turnover at the completion of each project, ensuring the project library is prepared for long-term archiving.

Administrative Support

Clerical Services. Prepare, format, and edit documents, correspondence, memoranda, reports, and presentations. Maintain physical and electronic files, records, and databases in an organized and accessible manner. Manage and maintain office supplies, stationery, basic office equipment, and general office logistics.

Meeting Coordination

• Provide comprehensive administrative support for meetings, including scheduling, preparing agendas, recording minutes, and distributing finalized minutes and action items to relevant stakeholders.
• Track and follow up on meeting action items as directed by organization.
• Maintain a centralized calendar of key project meetings, deadlines, and milestones.

Records Management

• Organize and maintain Construction Inspection / Monitoring Program (CIMP) records in accordance with company policies and procedures.
• Manage documentation such as Inspection Reports (IRs), Non-Conformance Reports (NCRs), Corrective Action Reports (CARs), Material Receiving Reports (MRRs), Test Reports, and related records. iv. Reporting.
• Compile data and assist in the preparation of weekly and/or monthly project reports.
• Track and monitor monthly project schedule submissions to ensure timely and accurate reporting.

Contractor On-Boarding / Training

• Develop and maintain a Construction Management database to track on-site contractor personnel.
• Coordinate and communicate information required for contractor security background investigations.
• Schedule on-site orientation, training, and badging with company Security.
• Administer required training videos and ensure completion is documented.

Time and Resource Tracking

• Assist the RCM with staff timesheet collection and conduct basic reviews for completeness and accuracy.
• Maintain a centralized document and/or calendar identifying employee time off, leaves of absence, site rotations, and key project roles to support resource planning.
• Assist the RCM in reviewing contractor invoices and/or Partial Pay Estimates (PPEs), including verification of supporting documentation such as timesheets, receipts, mileage reports, and other back-up records.

Work Orders and Procurement Documents

• Support the department in creating, issuing, and tracking work orders in Maximo to facilitate contractor-related work activities, ensuring accuracy, completeness, and timely updates.
• Assist the department in developing, submitting, and monitoring purchase requisitions in Maximo, including verifying account coding, supporting documentation, and workflow status.
• Assist with the monthly processing of procurement credit card statements, including reconciling charges, collecting and reviewing receipts, coding expenses to appropriate accounts or work orders, and ensuring compliance with departmental and organizational procurement policies.

Skills

Document controlspecific experience: Document management systems (DMS). Controlled documents (policies, procedures, drawings, contracts, etc.). Version control and revision tracking. Knowledge of Document numbering systems and file naming conventions. Revision control and change management. Document lifecycle (creation, review, approval, distribution, archiving). Controlled vs. uncontrolled documents. Project closeout documentation and processes. Ability to Maintain document logs, registers, and trackers. Ensure documents meet formatting and quality standards. Manage access rights and document security 4. Retrieve and distribute documents quickly and accurately. Organize data and manage multiple priorities; detail-oriented with a meticulous work ethic. Communicate effectively, both in writing and verbally.

Software & Tools

• Microsoft Office (Word, Excel, Outlook, PowerPoint) intermediate to advanced proficiency.