Document Control Specialist

Job Overview:

SPS New England is looking for a detail-oriented Document Control Specialist to manage and streamline document control processes within our construction/engineering projects. This position is responsible for maintaining the flow of construction documentation throughout the construction process and assisting our Project Managers.

Key Responsibilities:

• Document Management:
• Implement and administer project electronic document control systems, including internal and owner-facing platforms. Familiarity with SharePoint, e-Builder, Bluebeam Revu, and Procore is preferred.
• Develop, implement, and maintain document control procedures and systems to manage electronic and physical project documentation.
• Document Transmission and Tracking:
• Transmit and track project documents, including submittals, Requests for Information (RFIs), contract drawings and specifications, material certifications, and other critical documentation.
• Generate and maintain document logs; coordinate with and distribute to the project management team as needed.
• Review and Approval Monitoring:
• Track document reviews, approval statuses, and distributions to project personnel and subcontractors to ensure timely processing and compliance with project requirements.
• Coordination and Communication:
• Liaise with project managers, engineers, and other team members to gather, distribute, and update necessary documentation.
• Facilitate communication between project teams to ensure all parties are informed of document changes and updates.
• Distribute plans and specifications to contractor personnel, subcontractors and designers.
• Compliance and Quality Control:
• Verify that all documents comply with company standards, regulatory requirements, and project specifications.
• Perform regular audits of document control processes to ensure accuracy and completeness.
• Address and resolve document-related issues and discrepancies.
• Record Keeping:
• Maintain historical records of all project documentation and correspondence.
• Ensure secure storage and accessibility of all records for future reference.
• Implement data backup procedures to protect against loss of critical documentation.

ESOP (Employee Stock Ownership Plan):

SPS is an employee-owned company. We are proud to offer eligible employees the opportunity to participate in our Employee Stock Ownership Plan (ESOP). Employee-owners benefit from the success of the company and play a critical role in fostering an ownership culture within the organization, emphasizing the importance of employee engagement, and commitment to long-term success.

We offer competitive compensation and benefits packages, including participation in the ESOP for eligible employees, a collaborative work environment, and opportunities for professional growth within our expanding organization.

Requirements:

·        Bachelor’s Degree or extensive experience relevant to business administration, project management, construction and engineering, accounting, library science, or relevant discipline a plus.

·        Proficiency in Microsoft Office, including Word, Excel, and Outlook.

·        Experience with industry relevant document management systems and software such as SharePoint, e-Builder, Bluebeam Revu, and Procore is a strong plus.

·        Excellent communication and organizational skills, both orally and written including written reports and summaries, and presentations.

·        Excellent attention to detail, analytical skills, interpersonal skills, ability to multitask.

·        Experience in document control for the design and construction of large projects a plus.

·        Ability to be flexible and change directions to meet company needs.

It is the policy of SPS New England, Inc. to assure that applicants are employed, and that employees are treated during employment, without regard to their race, religion, sex, sexual orientation, gender identity, color, national origin, age or disability. Such action shall include: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship, pre-apprenticeship, and/or on-the-job training. It is also the policy of SPS New England, Inc. to take affirmative action to employ and to advance in employment, all persons regardless of race, color, religion, sex, national origin, age, marital status, sexual orientation, gender identity, genetic information, disability, protected veteran status, or any other applicable legally protected status, and to base all employment decisions only on valid job requirements. This policy shall apply to all employment actions, including but not limited to recruitment, recruitment advertising, hiring, upgrading, promotion, transfer, demotion, layoff, recall, termination, rates of pay, fringe benefits or other forms of compensation, and selection for training, including apprenticeship, pre-apprenticeship, on the job training, classification, and referral, at all levels of employment. Consistent with these obligations, SPS New England, Inc. also provides reasonable accommodations to employees and applicants with disabilities and for sincerely held religious beliefs, observances, and practices.

Employees and applicants of SPS New England, Inc. will not be subject to harassment on the basis of race, color, religion, sex, national origin, age, marital status, sexual orientation, gender identity, genetic information, disability, protected veteran status or any other applicable legally protected status. Additionally, retaliation, including intimidation, threats, or coercion, because an employee or applicant has objected to discrimination, engaged or may engage in filing a complaint, assisted in a review, investigation, or hearing or have otherwise sought to obtain their legal rights under any Federal, State, or local EEO law is prohibited.

SPS New England, Inc. is seeking minority and female employees, and all employees are encouraged to recruit minority and females as well.