Job Description
The senior document controller will be responsible for management and support for the initiation and continued file maintenance of paper and/or electronic files, throughout their entire life cycle (from creation to destruction) in support of various projects and programs for Mott MacDonald. This position can sit in either San Diego, Los Angeles, San Ramon, or Seattle.
This role requires superior planning, time management, and organizational skills with outstanding attention to detail and the ability to meet multiple and competing short-term deadlines.
Specific responsibilities of this position include the following.
Other duties not specifically listed may also be performed as required:
- Defining and developing document controls best practices, including document and transmittal management plans and accompanying work flow diagrams, for use in the delivery of projects by Mott MacDonald
- Development and implementation of document flow procedures and policies
- Understand and recognize the different types of design and construction documents and then organize, scan, categorize, meta-tag, and upload such documents into an electronic document management system
- Maintaining project and program document management repositories
- Distributing and track electronic and physical project deliverables and controlled documents
- Performing periodic review of contract/project files
- Training staff in the tasks listed above and being a subject matter expert available to system user
- Adherence to Mott MacDonald’s business management system
Candidate Specification
The ideal candidate will have the following:
- Minimum of ten (10) years’ relevant experience in document control and administration for major projects/programs such as aviation or rail transit, mixed used developments, and/or multi-modal transport hubs
- Bachelor’s degree from an accredited program, or equivalent
- 8 years’ direct experience in electronic document control systems will be considered a substitute for the degree requirement
- Preferred to have a specialty certification in document management from a recognized institution or professional association that focuses on records management and / or information governance
- Be experienced in working in a document control support function in a capital project / program environment and possess the associated knowledge of design and / or construction documentation
- Have experience in performing routine quality assurance and quality control audits of a document control operation.
- Have demonstrated experience in defining and developing document controls best practices, including document and transmittal management plans and accompanying workflow diagrams, for use in the delivery of projects by Mott MacDonald
- Proven proficiency in Microsoft SharePoint
- Preferred to have experience in other construction document management software such as Aconex, Unifier and other similar software products
- Proven proficiency with Microsoft Office 365 (Outlook, Word, and Excel, Teams)
- Possess excellent oral and written communication skills
- Attention to detail and tenacious in researching and resolving issues
- Be experienced in supporting external customers
- Ability to lead a team and train others in the document management specialty
Salary Range: $85,000 – $120,000
Benefits: 401k, medical, dental and vision insurance, STD/LTD disability, holiday, vacation and sick time, parental leave and company paid life insurance
Job Profile
Here at Mott MacDonald, we are experts in engineering, management, and development services supporting multisector project work in over 150 countries. One of the largest employee-owned companies in the world, we pride ourselves in our ability to deliver exceptional outcomes through the connected thinking of our 16,000+ talented consultants. Sustainability and innovation are at the heart of all of our sectors which, in North America include Advisory, Built Environment, Energy, Transportation, and Water.
Other Information
Equality, diversity and inclusion
We put equality, diversity and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they have the opportunity to contribute.
Equal employment opportunity is the law. English version , Spanish version , Chinese version .
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, creed, marital status, sexual orientation, gender identity, citizenship status or disability status.
Hybrid working policy
At Mott MacDonald, we believe it makes business sense for you and your manager to choose how you can work most effectively to meet your client, team, and personal commitments. We offer a hybrid working policy that embraces your well-being, flexibility, and trust.
More about Mott MacDonald
We’re a global engineering, management and development consultancy.
Our purpose is to improve society by considering social outcomes in everything we do, relentlessly focusing on excellence and digital innovation, transforming our clients’ businesses, our communities and employee opportunities.
A fundamental part of this is respecting each person’s differences and striving to meet their needs.
Our values: progress, respect, integrity, drive, excellence