Document Control Specialist II
- Act as a liaison between administrative staff, project managers, and team members.
- Create and update program and project team documents and subsequent versions for multiple programs.
- Integrate known processes into Standard Operating Procedures (SOP).
- Responsible for records management from initiation to archival.
- Create routine and as needed reports, such as summary of outstanding items in project/program, key milestones and close out preparation.
- Coordinate tasks with other Document control Specialist.
- Analyze project documentation for compression opportunities and identify developing problem areas for close out.
- Advise management of risks that may affect projects and reporting.
- Communicate timely and effectively with clients and stakeholders.
- Adhere to the prescribed Standards, SLAs, and templates.
- Reports project and updates of group directly to manager & other key stakeholders.
- Collaborate with stakeholders to create and refine best practices.
- Support project management team to maintain timely and effective change management process, procedures.
- Create summary and detailed project reports for management and project team members including analysis any delays, outstanding process and procedures.
- Assess gaps and key requirements for meeting deadlines.
- Monitor and facilitate business process improvement changes or process changes in DMS.
- Provide consistent and standardized training for all new / existing team participants.
- Act as an "agent for change" in the company's DMS implementation and complete transition.
- Focus on record coding and retention accuracy to certify proper handling of important files, documents, and forms per Sempra Energy policies.
- Perform daily document management tasks such as naming and tagging documents, enforcing document management protocols.
- Provide mentorship to Document control Assistant/Trainer.
- Support continuous improvement activities and change management.
- High school graduate required.
- Bachelor's degree in construction management, engineering, or related field from accredited program or equivalent years of experience.
- 2-4+ years of direct work experience with a degree, or 4-8 years direct or relevant experience without degree.
- Act as a liaison between administrative staff, project managers, and team members.
- Have excellent SharePoint online skills including trouble shooting file transfers.
- SharePoint permissions experience with access and distribution groups.
- Understand the lifecycle of documents of record.
- Basic understanding of Power Automate workflows.
- Responsible for projects or portfolio worth $1 - 10 million and has experience with EPC projects.
- Proficient in Office 365 and Document management system such as SharePoint Online, Procore, Oracle unifier, OpenText, etc.
- Communicate effectively to a diverse audience of different levels of education and expertise verbally and in writing; able to present to a large audience; works well in one-on-one and group settings requiring excellent interpersonal skills.
- Hybrid work schedule; must be local to San Diego.
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