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[Document Controls Specialist] Document Controls Lead

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E2 Consulting Engineers, Inc. (E2) is a professional services firm established in 1988 specializing in a full spectrum of engineering services including, project engineering and design, federal base operations and infrastructure support services, gas pipeline construction and inspection services, environmental consulting and remediation, and information technology services. At E2, we value safety, innovation and collaboration, and we are dedicated to excellence.

Document control support shall provide program management and project/program document management services to support planning, design, construction stages and other related activities and to facilitate, coordinate and manage the document management system (DMS) host of the project/program with respect to timely performance in accordance with the requirements of the project/program and monitor the quality of services and workmanship and shall recommend courses of action to Electric Engineering & Construction (EE&C) when respective contractual requirements are not being fulfilled.

Job Duties and Responsibilities

Create and update program and project team documents and subsequent versions
Integrate known processes into Standard Operating Procedures (SOP)
Attend regularly and as-needed meetings with managers and stakeholders
Create routine and as-needed reports, such as summary of outstanding items in project/program, key milestones and close out preparation.
Coordinate tasks with other Document control Specialist & System Administrators
Analyze project documentation for compression opportunities and identify developing problem areas for close out.
Advise management of risks that may affect projects and reporting
Communicate timely and effectively with clients and stakeholders
Adhere to the prescribed Standards, SLAs, and templates
Reports project and System updates of group directly to manager & other key stakeholders
Collaborate with stakeholders to create and refine best practices
Work with scheduling team to evaluate and report on any changes for all projects within the portfolio
Integrate Document management system to other platforms, such as Sharepoint, SAP, P6, Procore, Open text, Oracle
Support project management team to maintain timely and effective change management process, procedures, and systems.
Perform routine QA/QC checks of project sites and inform Project Managers about issues that need to be resolved. Such as Submittals, Project deliverables
Create summary and detailed project reports for management and project team members including analysis any delays, Outstanding process, and procedures
Assess gaps and key requirements for meeting deadlines
Create and maintain document management standards and manual
Monitor and facilitate business process improvement changes or process changes in DMS
Provide consistent and standardized training for all new / existing team participants
Develop training materials and lead training sessions for document and protocol management
Act as an “agent for change” in the company’s DMS implementation and complete transition
Focus on record coding and retention accuracy to certify proper handling of important files, documents, and forms per Sempra Energy policies
Perform daily document management tasks such as naming and tagging documents
Provide direct supervision and oversight of the entire project and work of Document control Assistant/Trainer, I, II and System Administrators
Qualifications and Experience

Proficient in Office 365, Visio and Document management system such as SharePoint Online, Procore, Oracle, SAP
Maintain Document System database and quality control of all document. Direct supervision and oversight of the entire project and work of Document Control Assistant/ Trainer I, II & III. Develops, trains, and mentors lower-level Document control Specialist
Works under direction of Document System Advisor, project/program managers, and business unit managers or their appointees.
Communicate effectively to a diverse audience of different levels of education and expertise verbally and in writing; able to present to a large audience; works well in one-on-one and group settings requiring excellent interpersonal skills
Minimum of 5+ years of direct or relevant experience with degree.
Responsible for projects or portfolio worth $100 million or more
High school graduate required. Bachelor's degree in construction management, engineering, or related field from accredited program preferred
PMI-SP or PMP Desirable
Work Environment

This job operates in a professional office environment and uses standard office equipment such as computers and phones
Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Ability to sit/ stand for up to 8 hours per day
Ability to move freely for up to 8 hours per day

The incumbent would be undertaking peripatetic employment in that the nature of the job may require travel to client sites not to exceed five (5) days at a time.

Please no solicitation of any kind from agencies, staffing, or recruiting firms.

E2 Consulting Engineers, Inc. offers an excellent benefits package including health, dental, vision, and life insurance, 401(k) with employer match, paid time off.

Preferred method of application is through our online job system.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

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