Document Controls Specialist

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 necessaryAssist with expense claims as neededCoordinating office/social activities and operations to secure efficiency and compliance to company policiesPlanning and execution of new office spacesCoordinating with servicemen and vendors as neededAssisting contract/offsite employees with software issuesAssist Birmingham office with administrative tasks such as office supply orders, company car management, and other duties as requiredRELATIONSHIPS: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.