Document Controls Lead

About the Organization

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.

Overview

The Document Controls Lead will be responsible for creating and updating program and project team document control documents and subsequent versions for multiple programs. The candidate will integrate known processes into Standard Operating Procedures (SOP).

Responsibilities

• Responsible for records management from initiation to archival.
• 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 Specialists.
• 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 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.
• Support project management team to maintain timely and effective change management process, procedures.
• Perform routine QA/QC checks of project sites and inform Project Managers about issues that need to be resolved such as submittals and 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 Company policies.
• Able to perform any task withing the Document control specialist role for coverage.
• Provide direct supervision and oversight of the entire project and work of Document control Assistant/Trainer, I, II, and III.
• Support continuous improvement activities and change management.

Qualifications

• High school graduate required.
• Bachelor's degree in construction management, engineering, or related field from accredited program required or equivalent years of experience.
• Minimum of 10 years of direct or relevant experience with degree. 12 years of direct experience without degree.
• Responsible for projects or portfolio worth $100 million or more and has experience with EPC projects.
• Proficient in Office 365, Visio and Document management system such as SharePoint Online, Procore, Oracle unifier, SAP, OpenText, SmartSheets etc.
• 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.

• Maintain Document System database and quality control of all documents.

• Direct supervision and oversight of the entire project and management of the document control team.

• Develops, trains, and mentors lower- level Document Control Specialists.

• Responsible to maintain and audit their team adherence and compliance to Company policies and procedures.
• PMI-SP or PMP, ISO 9001 Certifications in records management or document control preferred.

Benefits

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

Wage Data Per State Requirements

Salary range for this position is $100,000 - $125,000.  The starting salary will be commensurate with skill, education, experience, and working environment.

Work Environment/Physical Demands

Work Environment<