What are the responsibilities and job description for the Document Controls Specialist position at AFRY?

Job Description

PRINCIPAL OBJECTIVE :

Provide administrative / clerical support for multiple projects, as assigned by the company. The Document Control Specialist (DCS) will report functionally to the Project Manager during project assignments.

SCOPE :

Provide or lead all administrative and clerical support for assigned projects, including scheduling meetings and appointments, making travel arrangements, handling telephone calls, typing and other miscellaneous duties as assigned by the Project Manager.
Assist the Project Manager with developing, distributing, and updating the Project Plan and Procedures Manual.
Set up and maintain the project document files.
Oversee and keep the Project Manager informed of compliance with approved project document formats, project identification, document approvals, filing and distribution procedures.
Receive, check-in, distribute and expedite documents and drawings for review and comment. Return, file and maintain an index of all project-related vendor drawings.
Create and maintain an index of all AFRY generated drawings and documents.
Prepare transmittals, emails and correspondence for projects.
Check “package” contents for accuracy and reproduce and assemble packages. This may include expediting information from discipline leads.
Provide support for the procurement specialist, including preparation of bid packages, purchase orders and change notices.
Assist the Project Manager with preparing project reports and status summaries.
Perform other miscellaneous duties assigned by the Project Manager or Officers as may be required.
Provide guidance and support to project team members on the correct document management processes.
Keep inventory of office supplies and place orders when necessary
Assist with expense claims as needed
Coordinating office / social activities and operations to secure efficiency and compliance to company policies
Planning and execution of new office spaces
Coordinating with servicemen and vendors as needed
Assisting contract / offsite employees with software issues
Assist Birmingham office with administrative tasks such as office supply orders, company car management, and other duties as required

RELATIONSHIPS :

This position reports administratively to the Director of Project Delivery and functionally to the assigned Project Manager. A working relationship will exist with clients, vendors, members of the project team and other AFRY business units.

Qualifications

KNOWLEDGE AND SKILLS REQUIRED :

Must possess administrative abilities with an appreciation for accuracy and attention to detail.

Strong computer and clerical skills with a good knowledge of Microsoft products including Office, SharePoint and Teams.

Proficiency using Adobe Acrobat, MS Excel and other software products as may be needed to perform duties as directed.

Experience with Web-based document management systems.

Strong written and oral communication skills with the ability to generate needed correspondence and proofread technical documents.

Familiarity with engineering, construction management, project organization and procedures.

PERSONAL ATTRIBUTES DESIRED :

Team oriented, ‘take-charge’ individual with a high energy level, the ability to schedule own workload effectively, the capacity to work productively with little supervision and the ability to adapt to a wide variety of assignments.

Willing to learn and work with a variety of cloud based Document Management systems.

Willing to work additional hours as needed to get the job done in a timely manner.

Additional Information

AFRY - Management Consulting Division offers you :

Competitive performance-oriented compensation

Competitive benefits - Medical, dental, vision, life, short-term and long-term disability, 401(k) with company match, paid vacation, and holidays.

Structured career development plan

Opportunity to work with recognized thought-leaders in the global energy industry

Ability to work with employees from many different cultures and backgrounds

A firm that believes by working together we can create a new energy era in which the world can become more sustainable

Various forms of flexibility to help you integrate your life with your professional commitments

At AFRY, we believe that having the best people attracts the best projects and having the best projects attracts the best people. We work in a global environment with a strong focus on the needs of our local clients

You must have the right to live and work in the country for which you are applying

At AFRY, we believe that having the best people attracts the best projects, and having the best projects attracts the best people. We work in a global environment with a strong focus on the needs of our local clients

As part of your online application process, please provide a CV and covering letter stating why you want to work for AFRY. We only accept online applications.

You must have the legal right to live and work in the United States.

AFRY is an Equal Opportunity Employer.

At AFRY, we engineer change in everything we do. Change happens when brave ideas come together. When we collaborate, innovate technology, and embrace challenging points of view. That’s how we're making future. We are actively looking for qualified candidates to join our inclusive and diverse teams across the globe. Join us in accelerating the transition towards a sustainable future.

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