The posting
STV is seeking a Document Controls Specialist to support our project and ROW team. The ideal candidate will have 5 years of experience in project controls, project information management, and successful administrative and title research/review experience preferably within the infrastructure or legal industries.
The Document Controls Specialist will be responsible for maintaining accurate, organized, and accessible project documentation throughout the project lifecycle. This individual will work closely with project managers, engineers, consultants, contractors, and project controls professionals to ensure documents are properly received, reviewed, distributed, tracked, stored, and archived in accordance with established project procedures.
Key Responsibilities
- Perform and assist Right of Way Agents and Project Managers in preparing documents (i.e., Conveyance Documents, Notices, Offer Letters, Transmittals) under minimal supervision.
- Research and analyze property records (i.e. deeds, easements, judgments, liens, assessment cards, plats, and maps) from online county resources.
- Use online resources to determine status of corporations and officer's/agents, as well as researching contact information for parcel owners.
- Manage the receipt, distribution, tracking, filing, and retrieval of project documents, plans/plats, correspondence, and other project records.
- Perform quality checks on documents and records for completeness, accuracy, formatting, naming conventions, and compliance with established procedures.
- Maintain document control systems and electronic project files to ensure information is current, accurate, and readily accessible.
- Assign and maintain document numbers, revision histories, metadata, and document status information in accordance with project requirements.
- Process and track project documentation such as plans/plats, specifications, submittals, RFIs, transmittals, correspondence, reports, meeting documentation, and other project records.
- Monitor document workflows and help ensure required reviews, approvals, and responses are completed and properly recorded.
- Coordinate document distribution among internal project teams, clients, consultants, contractors, and other project stakeholders.
- Support project teams with document searches, retrieval requests, reporting, and general document management needs.
- Assist with establishing and maintaining project folder structures, document-control procedures, templates, and filing standards.
- Support project closeout activities, including compilation, organization, and archiving of final project records.
- Help maintain confidentiality and appropriate access controls for sensitive project information.
- Participate in project meetings as needed to support document management and information-flow requirements.
- Assist with continuous improvement of document control processes and practices.
Qualifications
- 2–5 years of experience in document control, project administration, records management, project coordination, or a related function.
- Associate's or bachelor's degree in business administration, construction management, engineering technology, information management, or a related field preferred. Equivalent relevant experience will also be considered.
- Experience supporting engineering, legal, infrastructure, transportation, or other project-based environments preferred.
- Working knowledge of document control principles, including document numbering, revision control, version management, distribution, and record retention.
- Experience working with electronic document management or common data environment systems.
- Strong proficiency in Microsoft Office, particularly Excel, Word, Outlook, and Teams.
- rience with platforms such as SharePoint, Adobe or BlueBeam Revu, or similar document management systems is preferred.
- Strong organizational skills with excellent attention to detail and accuracy.
- Ability to prioritize multiple assignments and meet deadlines in a fast-paced project environment.
- Strong written and verbal communication skills.
- Ability to work collaboratively with multidisciplinary project teams and communicate effectively with individuals at different levels of an organization.
- Ability to handle confidential or sensitive project information appropriately.
Preferred Qualifications
- Proven experience as a paralegal or legal assistant or supporting large-scale infrastructure Programs.Familiarity with engineering plans/plats, specifications, and project delivery terminology.
- Track record of performing quality checks on documents and records for completeness, accuracy, formatting, naming conventions, and compliance with established procedures.
- Experience maintaining document registers, submittal logs, RFI logs, correspondence logs, or similar project records.
- Experience supporting project closeout and electronic records archiving.
- Familiarity with document control procedures within consultant, contractor, owner, or program/construction management environments.
- Access to a vehicle and willingness to drive to complete firm-related tasks.
This position is not eligible for sponsorship.
Compensation Range:
$91,976.90 - $105,116.46
STV offers the following benefits • Health insurance, including an option with a Health Savings Account • Dental insurance • Vision insurance • Flexible Spending Accounts (Healthcare, Dependent Care and Transit and Parking where applicable) • Disability insurance • Life Insurance and Accidental Death & Dismemberment • 401(k) Plan • Retirement Counseling • Employee Assistance Program • Paid Time Off • Paid Holidays • Back-Up Dependent Care • Parental Leave • Continuing Education Program • Professional Licensure and Society Memberships
STV is committed to paying all of its employees in a fair, equitable, and transparent manner. The listed pay range is STV’s good-faith salary estimate for this position. Please note that the final salary offered for this position may be outside of this published range based on many factors, including but not limited to geography, education, experience, and/or certifications.
Not sure this role is the perfect match? We encourage you to apply if STV’s work and values resonate with you. We know great candidates don’t always meet every qualification, and research shows women and people of color are less likely to apply unless they do. At STV, we believe strong talent comes from a wide range of backgrounds, and your skills and experience may align with this or another opportunity as we continue to grow.
