Our Bellevue-based Design-Build Team is seeking a Document Control Professional supporting Design for Design-Build projects. You will be focused on supporting design teams in meeting project requirements for quality and completeness, promoting organization of project materials and deliverables, documentation, communication within the design-build team and with the owner, supporting design managers and discipline leads with project management tools.
Your main responsibility will be to support Design Managers with effective documentation of these complex projects. Documentation includes ensuring deliverables adhere to quality requirements, are distributed among the team and owner and are stored and logged properly. It may include attending technical and management meetings to take detailed notes and support distribution. Finally, it will include supporting the Design Manager with project management and project financial tasks, including earned value, budget tracking, change order support, invoicing, and sub-contractor coordination.
This is a hybrid work position requiring a minimum of 2 in-office days per week, unless approved by the Design Manager(s) of assigned projects or supervisor.
Responsibilities:
• Support development of project submittal schedules and review timelines to help keep the project team on schedule.
• Attend technical and project performance meetings, including managing agendas and minutes and distribution.
• Generate draft meeting minutes from technical meetings for review by discipline leads.
• Support the development and maintenance of project logs, including submittal logs, change logs, and task lists.
• Review contract documents and maintain document control processes to ensure compliance with quality requirements.
• Develop and maintain look ahead design schedules.
• Support Design Managers and Technical leads with project deliverables development, submittals, reviews, and approval process.
• Assist in document control and quality assurance and control process for all project documents, including submittals, contract changes, correspondence, design documents, reports, meeting minutes, and other records.
• Maintain document control/change control database systems.
• Distribute documents and maintain controlled distribution lists.
• Support Design Managers, Technical Leads and Sub-consultants with project management and financial reporting and documentation including: earned value, budget tracking, invoicing, and tracking accounts receivable and accounts payable.
• Assist Design manager in managing subconsultant invoicing and earned value reporting.
• Coordinate with Project Accountants and Project Control staff as necessary to aid in development and distribution of invoices. Coordinate with contractor in development and maintenance of the design portions of contractor supplied project document control systems.
• Be able to work in a fast-paced, detail-oriented environment with a project first mentality.
• Have a collaborative nature.
• Be able to function independently and as part of a team.
• Have the ability to analyze and solve problems related to document control, management, versioning, archiving, and retrieval.
• Understand and implement the requirements for maintaining project record documents according to the contract.
• Be able to validate and troubleshoot filing protocol process and identify opportunities for the system to become more effective and efficient.
• High School Diploma or GED.
• Prior experience with one or more of the following roles and duties in a civil engineering consulting setting: project documentation, project management support, or project administration.
• Ability to effectively communicate with all levels of the project management team and client partners.
• Demonstrate the ability to identify potential problems, provide solutions when elevating to leadership.
• Excellent organization skills and diligence
• Possesses computer skills, including proficiency in MS Office productivity suite (Excel, Word, Access, PowerPoint, Outlook, etc.).
• Willing and able to work in-office a minimum of 2 days a week with members of Design-Build Project teams.
• Ability to read and interpret contract requirements and specifications for documentation
Desirable but not required:
• Bachelor’s Degree in related field.
• Ability to read and understand engineering drawings
