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Jacobs · 1 day ago

Document Control Specialist

Honolulu, HI

Full-time

Hybrid

Entry, Mid Level

$100K/yr - $160K/yr

2+ years exp

Jacobs is a company focused on solving critical problems for cities and environments. They are seeking a Document Control Specialist to manage a large waterfront project by establishing and maintaining a document control system that ensures compliance with client standards and legal requirements.

Civil EngineeringConsultingCyber SecurityIndustrialIndustrial EngineeringInformation TechnologyInfrastructureProfessional ServicesReal Estate

No H1B

U.S. Citizen Only

Responsibilities

Coordinate and administer document management activities, including identification, control, and change tracking for all project-related documents

Establish and maintain a comprehensive construction document control system (electronic and physical), ensuring compliance with client standards and legal requirements

Manage document version control to accurately track revisions and prevent the use of outdated information

Ensure all documents are properly stored in the document management system and maintain secure access control for sensitive information

Oversee secure storage, archiving, and backups of all construction documents to protect against data loss and support future litigation or contract disputes

Implement procedures for secure destruction of obsolete documents in accordance with client regulations

Assess existing filing systems, recommend improvements for intuitive search capabilities, and implement changes for efficient retrieval

Develop and enforce standardized naming conventions for all construction documents

Conduct regular audits of the document control system to ensure compliance and identify areas for improvement

Prepare and maintain a comprehensive document retention schedule aligned with legal and regulatory requirements

Develop and maintain a disaster recovery plan for document archives

Track the lifecycle of documents and records, including design documents, RFIs, submittals, change orders, and correspondence

Develop and update trackers for document submissions, response timeframes, status updates, and extension requests

Generate customized reports on document activity, overdue submittals, late RFI responses, unresolved change orders, and other key metrics for project teams and management

Coordinate with project teams to gather and organize all project close-out documentation for archiving

Provide timely access to required documents and assist in meeting minutes and briefs

Serve as the primary point of contact for all document control matters related to construction projects

Train project personnel on document control procedures and best practices

Coordinate with IT personnel to ensure the document management system is properly maintained and secure

Support legal counsel in responding to discovery requests and other legal inquiries related to construction documents

Qualification

Document Control ManagementDatabase Software ProficiencyProject Control SystemsDocument Version ControlCompliance AuditingTraining SkillsOrganizational SkillsCommunication Skills