Site Secretary/Document Controller

Job Description:
Parsons is looking for an amazingly talented Site Secretary/ Document
Controller to join our team! In this role you will get to perform a
variety of document control functions for a project or department.

What You'll Be Doing:
* Gathers statistics and general data; reviews and combines this information into established reports for use within and outside the unit. Such reports may be in spreadsheet or graphical formats, or narrative style word documents.
* May be responsible for verifying data gathered, such as matching supplier invoices against file copies.
* Reviews time reports to verify accuracy of hours worked and Job#/WBS charges. Follows up to ensure timely processing of corrections.
* Prepares general correspondence and maintains general files.
* Answers telephone, taking and relaying messages. Receives, sorts, and distributes mail.
* May establish and maintain records of equipment, including a log of equipment service dates.
* May obtain basic data for completion of the unit's overhead budget and prepare associated recurring reports.
* May coordinate physical space requirements for the assigned unit. May periodically prepare an occupancy report by project or gather information to complete staffing reports for the unit and/or several projects, as directed by immediate supervisor.
* Plans, organizes, and implements systems for efficient document processing of all communications, supplier documents, design documents, construction documents or other internal or external documents.
* Coordinates the flow of documents between project operations, engineering disciplines, construction team, or other department groups. Incumbent is typically responsible for a small to medium-sized project.
* Will have knowledge of both the work processes of document control and also the use of electronic systems used to manage documentation.
* Processes one or more document types through all procedural steps in accordance with well-defined procedures and guidelines. Ensures that pre-established document control requirements (e.g., which document numbering system will be used; how many and which signatures will be required for certain approvals, etc.) are satisfactorily met throughout the duration of the project.
* Receives, tracks, and monitors documents using standard document management programs to register documents, maintain databases, and produces logs, transmittals, and other reports as required. Enters data and produces reports using other standard office automation or department-specific computer applications. Initiates and replies to routine correspondence related to area of responsibility.
* Supports the receipt, tracking, and monitoring of documents through the use of standard document management programs to register documents, maintain databases, and produces logs, transmittals, and other reports as required.
* Provides assistance to users in capturing and locating electronic information.
* Verifies retention requirements, arranges document cataloging, packing, and long-term storage or disposal of appropriate documents at time of closeout. Manages scheduled destruction of archived documents according to company and/or Client guidelines; provides assistance with document retrieval.
* Serves as liaison between support group, home office and field personnel. Interfaces with groups inside and outside the organization.
* Performs other responsibilities associated with this position as may be appropriate.
What Required Skills You'll Bring:
* Bachelor's Degree (or equivalent) from an accredited university/institution.
* ‎10+ years of relevant work experience in Construction or Engineering companies.
* Basic knowledge and experience in document control from the project initiation to close out phases, utilizing computer-based systems (Primavera Contract Management/EDMS).
* Knowledgeable of document control work processes and utilization of electronic systems for document management.
* Proficiency in MS Office with expertise in Microsoft Word, PowerPoint and Excel. Assignments will require a working knowledge of Electronic Document Management Systems.
* Excellent verbal and written communication skills in English.
What Desired Skills You'll Bring:
* Experience in using Aconex will be added advantage.
* Good general office practice skills are required.
Minimum Clearance Required to Start:
Not Applicable/None
Parsons is an equal opportunity employer committed to diversity in the
workplace. Minority/Female/Disabled/Protected Veteran.