Document Controls Specialist Resume Sample
Macie Lebsack
9865 Sven Drive,
Houston,
TX
+1 (555) 995 1003
Work Experience
Document Controls Specialist
01/2017
-
PRESENT
Houston, TX
- Define normal standards and workflows for document management as well as administers the collection, authorizing, reviewing, publication, storage and retrieval of documents
- Administer the document lifecycle (author, approve, publish, revise, retire, archive) engineering, construction documents and other business policies and procedures. Prepare electronic document templates
- Experience in document control / document management functions
- Hands on experience using document controls software such as Aconex or comparable is required
- Document control/document management experience
- Experience in a similar role; preferably in a Construction Project environment supporting multiple Engineers and/or managers
- Proficient with Microsoft Office including Excel, Acrobat, and PMWeb
- Self-Managing Processes, Organization, Analyzing Information and Problem Solving
- Support project manager(s), construction manager(s) and project team members in regards to submittals, requests for information (RFI’s), drawings, specifications, and other project documents
Senior Document Controls Specialist
05/2010
-
11/2016
Phoenix, AZ
- Scan, image, organize, and maintain documents, adhering to the company's document lifecycle procedures, and they archive inactive records in accordance with the records retention schedule
- Control the retrieval of documents, clearing backlog of unarchived documents for all departments on all Iraq Projects
- Receive and process Requests for Information, or RFIs, from employees or clients and maintain the requests via tracking logs
- Create new templates as RFI procedures are updated
- Responsible for training employees on records management procedures and policies, which include documentation, retention, retrieval, destruction, and disaster recovery as needed
- Assist with file migrations and audits, and perform administrative tasks as needed
- Experience in processing and managing project documents as applied to design and construction
- Working knowledge of at least one major document management software
- Support all levels of project staff, with search and retrieval, and management of engineering and construction drawings or project documents
Education
University of New Mexico Valencia Campus
2006 - 2010
Engineer's Degree in Engineering
Professional Skills
- Strong computer skills, including experience with various database programs, spreadsheets and related technical software
- Demonstrated attention to detail and accuracy, as well as strong organizational and administrative skills
- Strong organizational, multitasking and follow-up skills
- Excellent interpersonal skills with an ability to interact and coordinate with staff at all levels of seniority
- Highly organized with strong interpersonal communications skills
- Strong organizational, documentation, and time management skills
- Professional business writing skills
How to write Document Controls Specialist Resume
Document Controls Specialist role is responsible for database, software, microsoft, training, procurement, printing, security, reporting, design, assembly.
To write great resume for document controls specialist job, your resume must include:
- Your contact information
- Work experience
- Education
- Skill listing
Contact Information For Document Controls Specialist Resume
The section contact information is important in your document controls specialist resume. The recruiter has to be able to contact you ASAP if they like to offer you the job. This is why you need to provide your:
- First and last name
- Telephone number
Work Experience in Your Document Controls Specialist Resume
The section work experience is an essential part of your document controls specialist resume. It’s the one thing the recruiter really cares about and pays the most attention to.
This section, however, is not just a list of your previous document controls specialist responsibilities. It's meant to present you as a wholesome candidate by showcasing your relevant accomplishments and should be tailored specifically to the particular document controls specialist position you're applying to.
The work experience section should be the detailed summary of your latest 3 or 4 positions.
Representative Document Controls Specialist resume experience can include:
- Document Management experience with EDMS
- Experience and knowledge of document controls best practices
- Excellent command of the English language, written and verbal
- Demonstrate initiative and personal desire for project success
- Experience with Adobe Pro necessary
- Receiving client transmittals/review comments via Aconex, loading them into iDocs, and distributing them to the project team
Education on a Document Controls Specialist Resume
Make sure to make education a priority on your document controls specialist resume. If you’ve been working for a few years and have a few solid positions to show, put your education after your document controls specialist experience. For example, if you have a Ph.D in Neuroscience and a Master's in the same sphere, just list your Ph.D. Besides the doctorate, Master’s degrees go next, followed by Bachelor’s and finally, Associate’s degree.
Additional details to include:
- School you graduated from
- Major/ minor
- Year of graduation
- Location of school
These are the four additional pieces of information you should mention when listing your education on your resume.
Professional Skills in Document Controls Specialist Resume
When listing skills on your document controls specialist resume, remember always to be honest about your level of ability. Include the Skills section after experience.
Present the most important skills in your resume, there's a list of typical document controls specialist skills:
- Excellent communicator, including both written and verbal communication skills
- Provides documents to appropriate users in accordance with established priorities and applicable effective dates and times
- Previous experience with a Job Ordering Contracting (JOC) project
- Experience in writing data related spreadsheet formulas and Google apps scripting
- Experience in document control for planning, engineering and/or construction projects
- Previous experience with project management software including Prolog and ProjectWise
List of Typical Experience For a Document Controls Specialist Resume
1
Experience For Senior Document Controls Specialist Resume
- Experience in the use of Microsoft Office Suite including Excel and Word applications
- In-depth and strong knowledge of industry practices and regulations are also required
- Handling of all confidential matters of H.E the DG Technical Affairs and maintain personal file for him
- Implement the document control system including the registration, distribution, filing and archiving of formal correspondence and technical documents
- Applies governing procedures and guideline instructions to complete proper document processing
- Meet with Design Build Contractors employee(s), DBE team, manager(s), or client(s), etc. during DBE meetings, compliance monitoring and audits
- Log incoming CTS Correspondences, follow up for response and closing of action items thru CTS system
- Review new and revised documentation for suitability and conformance to Client’s standards including record retention
2
Experience For Lead Document Controls Specialist Resume
- Strictly adheres to state and federal regulations governing the utility industry/business processes
- Assigns document numbers and maintains work tracking database
- Assembles project data books consisting of all project documents at the close of each project
- Excel knowledge needed; ability to create tables and data sorting necessary
- Monitor and analyze all communications for assigned programs and associated projects to determine transmittal and tracking requirements
- Manage the tracking, reproduction, and distribution of all drawings, specifications, sketches and revisions
- Attend and participate in construction and other meetings as required. Take and issue meeting minutes
3
Experience For Document Controls Specialist Resume
- Monitor prompt payment(s) by the DB Contractor and assist with potential issues involving subcontractors, if any
- Maintains and updates all active QA registers/QA databases metadata for accurate reporting
- Suspense action tracking / reminder to concerned and follow-up for timely submission of response
- Organize packages, incoming actions for H.E DG-TA’s signature
- Arrange flight booking/hotel/transport for H.E DG-TA as and when required for business trips/personal travel
- Additional increased workload due to merging of SAPL Core Project with TA division for the propose of a unified operation
- Knowledge of creating InfoPath forms
- Assists in preparing Monthly Reports, and other special reports as requested by the CM
- Assists the development and maintenance of various business and project reports typically using Microsoft Excel and/or Microsoft Sequel Report Services
4
Experience For Senior Document Controls Specialist Resume
- Manage filing of related electronic files on server with backup
- Assist in the development of Working Files as needed
- Budget/Contractual/Invoicing preparation support and documentation management for AECOM and Clients
- Knowledge of basis of EDMS
- Administers the collection, authorization, publication, storage and retrieval of documents
5
Experience For Lead Document Controls Specialist Resume
- Manages document processes and systems to ensure control and availability of documentation to site personnel. Reviews new and revised documentation for suitability and conformance to HNTB and client standards, including record retention
- Acquires knowledge of commonly-used practices and procedures related to the document management field
- Enters data from standardized and non-standardized source documents into document or information repository
- Receives and reviews information/updates associated with existing documents and takes appropriate actions to update associated data attributes within the document repository
- Applies Human Performance tools to ensure accuracy and completeness of assigned tasks
- Processes proprietary/confidential/copyright information according to established policies. Understands and complies with regulatory requirements associated with protection of classified document types (e.g., Safeguards Information)
- Provides first line customer support including email, telephone and one-on-one
- Maintains key working files critical to plant operations
- Perform on-going business process reviews to identify process improvements or reduction in project costs
6
Experience For Document Controls Specialist Resume
- Maintains database supporting configuration control of plant design
- Generates standard reports for internal and external use
- Receives and responds to information requests from internal and external sources
- Maintains recipient lists to ensure manual or electronic notifications are issued in accordance with procedures
- Performs distribution in accordance with established distribution lists
7
Experience For Senior Document Controls Specialist Resume
- Provide input to ensure internal procedures and guidelines are maintained current
- Create, receive, log, track, retrieve, archive, and distribute documents, in both electronic and paper format for project record maintenance. Maintain and refine project document control procedures and train other staff as needed
- Prepare and process project documents such as transmittals, submittals, requests for information, reports and correspondence for distribution and submittal with the correct documentation parameters to meet the project submittal requirements including project closeouts
- Maintain documentation to ensure the project team is following the document submittal process and timeline
- Assist in training staff in the Company’s document control processes and associated tools
- Competent in MS Office applications including MS Access
- Receive and distribute documentation electronically utilizing internal and external document management software
- Monitor compliance with the Company’s document control procedures and requirements, control deviations and follow up their correction
- Has the ability to set up and manage the workflows of project documents and facilitate best practices
8
Experience For Lead Document Controls Specialist Resume
- Assist in setup and maintenance of other transportation projects document control system
- Report to a variety of project managers to assist in document control management systems
- Help to develop, implement and manage processes and procedures to assist all areas of Document Controls
- Coordination of deliverables with a view to time-sensitive deadlines
- Ensure compliance with contractual requirements for document management, design deliverables, configuration control and document-related quality assurance and best practice
- Troubleshoot and resolve document control queries raised by team members
- Ensure the project team is innovative, results-oriented, and proactive by monitoring and routinely assessing team needs and organizing and initiating process improvements
9
Experience For Document Controls Specialist Resume
- Facilitate SharePoint project sites creation, customize SharePoint content, and setup SharePoint groups and permissions
- In a document control position
- Quickly learn corporate systems’ processes and procedures
- Easily multitask between multiple projects
- Creates and maintains submittal and distribution logs
- Create project specific document control procedure
10
Experience For Senior Document Controls Specialist Resume
- Collaborate and communicate with managers and project leaders on a regular basis
- Compiles weekly reports to management
- Administers document and system access rights for the project team on all projects
- Interacts with customers and vendors as necessary
- Maintain spreadsheets and databases as required by project and program managers
List of Typical Skills For a Document Controls Specialist Resume
1
Skills For Senior Document Controls Specialist Resume
- Strong computer skills is essential. Proficient in Microsoft Office (Excel, Word, PowerPoint) and general computing skills in Windows based network
- Strong verbal, writing, communication and mathematical skills
- Experience in developing, implementing and managing Document Management solutions using various electronic data management systems
- Experience in developing, implementing and managing Document Management solutions using SharePoint and Aconex
- Experience working for Engineering and Construction companies
- Experience in working closely with IT areas
- Experience in a construction or engineering firm
- Three (3 - 5) years of experience in Document Control, Records Management function in Mfg., Oil/Gas
2
Skills For Lead Document Controls Specialist Resume
- Process improvement, development experience, ability to coordinate with other disciplines for improvement
- Experience in document controls roles
- Experience and knowledge of construction documents
- Typically has 2+ years of document controls experience
- Experience as a Document Controller is required with project/program document management solutions
- Knowledge and experience in MOSS CMS
3
Skills For Document Controls Specialist Resume
- Knowledge and experience in IBM/FileNet
- Experience with databook creation and job releases and ability to understand MTR’s
- Experience with Microsoft Office, specifically Microsoft Excel
- Understanding and processing of Planning, Engineering, Design and Construction Documentation
- Understanding of various design and construction documents including specifications, drawings, RFI's etc
- Understanding of ECM (Electronic Content Management) systems such as SharePoint, Documentum, FileNet, McLaren, etc
- Understanding of MTR’s
- Following an internal distribution to distribute documents to internal company reviewers via iDocs
- Returning reviewed documents to the vendors/suppliers
4
Skills For Senior Document Controls Specialist Resume
- Maintaining project and corporate databases to ensure compliance with internal requirements and contractual obligations
- Filing and record retention
- Working knowledge of SharePoint and ProjectWise an asset
- Loading vendor/supplier, subcontractor, and client documents into company EDMS (iDocs)
- Following a client distribution to distribute documents to the client via Aconex
- Management of incoming and outgoing documents including tracking, distribution, and delivery
- Directs incoming calls, welcomes visitors, and answers routine questions. Sorts and distributes incoming mail and prepares outgoing mail
- Enjoy troubleshooting and problem solving
5
Skills For Lead Document Controls Specialist Resume
- Advanced understanding of construction and/or engineering field activities, terminology, and practices
- Process and update incoming and outgoing correspondence
- Review new and revised documentation for suitability and conformance to Gannett Fleming standards including record retention
- Assemble and coordinate turnover packages including O&M Manuals, Warranties, owner training, punch lists, and other related items
- Assist to identify gaps in workflows by interviewing and working closely with all users
- Participate in training programs and workshops for all users including one-on-one sessions as needed
- Assist in gathering required data for reporting status on the system
- Have an outstanding work ethic
6
Skills For Document Controls Specialist Resume
- Within document control for construction or engineering
- Proficient in Microsoft office applications including Word, Excel, and Outlook
- Log documents into tracking software in accordance with agency procedures
- Provide administrative assistance to Special Services Coordinator, Engineering Manager
- Administer the document lifecycle (author, approve, publish, revise, retire, archive) for engineering and construction
- Prepare records for inactive storage according to the Records Retention Schedule; copy and scan documents as needed to
- Assist project manager in the processing of payment requests, change orders, submittals, and Requests for Information (RFIs)
- Assist project manager with meeting minutes, project status update entries, and payment, change order, RFI, and submittal logs
- Establish and maintain a project document filing system in accordance with established County procedures
7
Skills For Senior Document Controls Specialist Resume
- Manage all documents for all projects in the project management system running parallel to DPW's document control software
- Proactive problem solver, able to multitask, and able to adjust to changing job environments
- Update schedules and maintain and create spreadsheets to better facilitate management of various engineering documents
- Manage documents at base level, including metadata updates, relocation and addition of document revisions within the client's system
- Assist in the review and development of existing organizational standards to better streamline all processes
8
Skills For Lead Document Controls Specialist Resume
- Defines standards and workflows for document management as well as leads the collection, authoring, publication, storage and retrieval of documents
- Updates schedules and maintains and creates spreadsheets to better facilitate management of various engineering documents
- Manages documents at base level, including metadata updates, relocation and addition of document revisions within the client's system
- Assists in the review and development of existing organizational standards to better streamline all processes
- Monitor, audit and report areas of potential risk, assist in implementing project standards and commitments to help prevent wrongful conduct
- Know and improve processes to help ensure archiving of regulatory documents in a central repository and required access and distribution as needed
- Maintains calendars and schedules appointments. Coordinates and schedules meetings and prepares meeting agendas
9
Skills For Document Controls Specialist Resume
- Obsessive about the details
- Be able to process ideas quickly
- Knowledge of Document Management best practices
- Work well with QDC team, in addition, to everyone at all levels of the organization
- Proactive, analytical problem-solver, with initiative
10
Skills For Senior Document Controls Specialist Resume
- Experience in processing RFP’s (Requests for Proposals), Addendum’s, ATC (Alternate Technical Concepts), Submittals, RFI’s (Request for Information) and Change Management; including construction related processes and procedures as applicable
- In construction related experience performing document control functions for transportation infrastructure projects including rail, light rail and/or subway projects
- Document control/document management functions experience
- Experience with Primavera Contract Manager/Expedition is desirable
- CDT (Construction Documents Technician) or equivalent
- Computer literate, knowledge of Windows and Microsoft Office (Word, Access, Excel and Power Point), SharePoint and Adobe
- Experience in Microsoft SharePoint, Bentley ProjectWise, Microsoft Excel, Microsoft Sequel Reports Services (SharePoint integrated), Business Intelligence
- Experience in document control for engineering and/or construction projects
- Previous oil and gas experience is an asset
List of Typical Responsibilities For a Document Controls Specialist Resume
1
Responsibilities For Senior Document Controls Specialist Resume
- Assist in daily Document Control activities including, but not limited to, supporting Project staff, RFIs, drawings, specifications, submittals, correspondence, and Field Work Directives
- Provide support to the Project Staff in expediting the distribution of correspondence, submittals, RFI's, and other Construction, Project Controls, and Quality Control documentation
- Demonstrated professional and proactive work ethic with the ability to effectively communicate with other departments to ensure their needs are met
- Quality control documents are correctly prepared prior issuance
- Experience with Adobe Pro
- Understand the three primary functions of Job Releases, Vessel Data Package (U-1A, traveler), and Databooks (quality checking the ITP)
2
Responsibilities For Lead Document Controls Specialist Resume
- Maintain electronic logs and files
- Collect data, assemble, and distribute various weekly reports
- Support the Procurement team as necessary with bid package requirements
- Request and transmit CAD requests between internal design and/or the subcontractor
- Assists with the development and maintenance or business and project related templates, tools and workflows on the Microsoft (SharePoint, Office, Sequel Report Services) and Bentley ProjectWise platforms
3
Responsibilities For Document Controls Specialist Resume
- Monitor compliance with document control requirements; control deviations and follow up their correction
- Train staff on the Document Control process and use of tools
- Assist in the maintenance of the Document Control procedures, associated forms and tools. Adapt and improve the document control system as the project evolves. Look for areas where efficiencies can be obtained
- Manage tools, resources and equipment
- Maintain the standard templates for correspondence and Technical Documents
4
Responsibilities For Senior Document Controls Specialist Resume
- Be the central point through which all incoming and outgoing documents are received and issued, controlling their entry into the document control system, register daily these documents, and changes to their status
- Implement the distribution requirements per document type
- Establish a project Control & Distribution Table in conjunction with relevant parties and departments, which summarizes the specific document control requirements and work flows internally and externally. Control access and use of Master File documents
- Control obsolete documents and maintain version control for project related documentation
- Works directly with client to meet various needs within the document control group
- Program management support services to AECOM Program/Project Managers
- Provides staff extension support with services
- Understanding of various Planning, Engineering, Design and Construction Documentation including reports, drawings, specifications, shop drawings, pay applications, RFI's etc
- Strong computer skills, including experience with various database programs (SharePoint/Office365), Microsoft Office Products (Word and Excel) and related technical software
5
Responsibilities For Lead Document Controls Specialist Resume
- Related experience in construction administration
- Strong understanding of Federal DBE program regulations as set forth in 49 CFR Part26, reporting requirements, and TxDOT DBE Special Provisions and State DBE compliance forms
- Monitor DBE subcontracts for compliance with the required documents and identify the non-compliance issues to project team, including recommendations for corrective action
- Review written reports and carry out simple calculations to track DBE budget and to verify DBE goals are met for the project
- Carry out verification of Joint Check Agreements and pertinent documentation in accordance with TxDOT and Project policies
- Collaborate with Internal Audit, and Project team to conduct DBE compliance audits and CUF reviews
- Provide support to the Project Staff including receiving, logging, filing, tracking, expediting, and distribution of correspondence, submittals, RFI’s, and other Construction Project Controls/Quality Control documentation
6
Responsibilities For Document Controls Specialist Resume
- Use Prolog Manager and Website to maintain electronic logs and files
- Request and transmit CAD requests between Design and the subcontractor
- Migrate files from shared drives to SharePoint and Filenet
- Work with project teams in migration meetings and meetings to upload their project documentation
- Create sub-sites in SharePoint for restricted team work and projects
- Develop special interest sites such as Lessons Learned and work closely with those teams to meet their requirements
7
Responsibilities For Senior Document Controls Specialist Resume
- Help to enhance plans to migrate files to new systems
- Support and help to document all processes and procedures
- Participate in regular reviews of established procedures
- Assist to enforce document control requirements and rules for standards
- Perform system administration tasks if and when required
- Work with Project Management procedures to test and evaluate the system
- Coordinates and arranges travel and accommodations, and prepares travel itineraries
- Utilizing multiple document control platforms to manage the flow of documents inside the company, between the project vendors/suppliers, subcontractors and the client
- Responsible for the flow of vendor/supplier documentation inside the company, to the client, and back to the vendor/supplier as per the project distribution matrix
8
Responsibilities For Lead Document Controls Specialist Resume
- Responsible for the flow of engineering, construction, project controls, and other documentation produced by the company to the client as per the project distribution matrix
- Maintain document control logs of documents received and sent to various parties (suppliers, client, subcontractors)
- Communicate with the document control staff of the suppliers, client, and subcontractors to resolve any issues and inconsistencies discovered in regards to documents received, sent, and document numbering between the different parties
- Attend meetings and record minutes. Compile, transcribe, and distribute minutes of meetings
- Co-ordinate and maintain document workflow with the customer. Responsible for the flow of all documentation through EDMS to and from the customer
- Control and record all project documents. Distribution of documents to all required parties in a timely fashion. Scanning and printing documents for both electronic and paper filing
- Prior experience in an administrative role as well as prior experience in document control. Experience in a site environment and/or managing vendor/supplier documents is an asset
- Work in a fast paced, time-sensitive environment
9
Responsibilities For Document Controls Specialist Resume
- Maintain a high level of accuracy and pay strict attention to detail
- Creating, update maintain and distribute multiple databook manuals for clients, all the while having the ability to assemble databooks in a fast paced environment driven by Production/Project Schedule
- Works with documentation related to high pressure vessel data packages, and assist as needed to complete authorization
- Collect, scan, index and store/file received paper documents (file electronically)
- Store and retrieve documents as necessary from archive or long term storage
- Assembly/Vessel Job Releases – Keeping up with changing schedule, using multiple tools/systems to ensure accurate collection and distribution of information, such as Drawings, Specifications, Shop Notes, Vessel related information, MTRs
- Maintain quality documentation standards, in accordance to ISO-9001
- Utilize electronic imaging and quality - document control applications to maintain the electronic master file in compliance with Corporate Records Management Practices and other relevant guidelines
10
Responsibilities For Senior Document Controls Specialist Resume
- Focuses on both hardcopy and electronic backlog activities: inventorying and analysis, electronic setup (if needed); defensible deletions as aligned to retention schedules; training, outreach and communication
- Maintain security or document storage area
- Present capabilities in regards to Document Control
- Make necessary updates and recommendations to continuous process improvement initiatives as defined by Manager Document Control, in addition, identify risk and provide solutions
- Special projects as assigned by Manager Document Control
- Periodically execute work assignments outside of normal business hours
Related to Document Controls Specialist Resume Samples
Document Control Specialist Resume Sample
Work Experience
• Maintain quality systems documentation, change control and related records according to established processes, procedures, and standards
• Issue and track controlled documents according to established procedures and systems
• Coordinate and ensure timely and accurate document...
Professional Skills
• Skills in interaction with other people/de...
• Excellent organizational skills, including...
• Excellent verbal and written communication...
Document Imaging Specialist Resume Sample
Work Experience
• Review imaged loan documentation to determine specific loan characteristics so that corresponding information can be captured in our core loan system
• Consistently exhibits behavior and communication skills that demonstrate HealthCare Partners’ (HCP) commitment to superior customer service, includ...
Professional Skills
• Typing, basic computer skills and 10-key e...
• Typing and computer skills are required, e...
• Good oral and written communication, analy...
Document Specialist Resume Sample
Work Experience
• Maintain accurate and secure filing systems for documentation to include current active/effective documents, inactive document and obsolete documents inclusive of the historical information
• Format RCHSPP/CMRP SOP Management System documents; processing each document through the appropriate review...
Professional Skills
• Strong computer skills in Microsoft Office...
• Good planning, prioritisation, problem sol...
• Strong problem solving and organizational ...
Call Resume Sample
Work Experience
• Configuration, setup and maintenance of Genesys routing logic for Chase Toll-Free numbers and Multi-Site Call Routing
• Administration and documentation of the Chase Call Routing Platform (Carrier, Genesys, PBX)
• First Level 24x7 on-call support for call routing issues
...
Professional Skills
• Good communication skills and the ability ...
• Proven ability to work under pressure & pr...
• Excellent communication & writing skills
Document Processing Resume Sample
Work Experience
• Modify and maintain tools to support operations and business process creation using Adobe Acrobat, SharePoint, Excel and Access capabilities
• Monitor and create control reporting to track the performance of system and process integrity, vendors, internal workflows and SLAs
• ...
Professional Skills
• Experience using imaging equipment, a pers...
• Prior loan operations experience in a bank...
• With good leadership and people management...
Enrollment Services Resume Sample
Work Experience
• Serves as principal and first source of information regarding DCE programs and schools for prospective and current students
• Coaches and advises students one-on-one through the inquiry, registration, and admissions process
• Responsible for advising students on enrollment se...
Professional Skills
• Demonstrates effective coaching skills and...
• Superior attention to detail, organizing a...
• Excellent organizational, problem solving,...