Document Controls Specialist

Summary

• We are looking for a Document Controller Coordinator to prepare, digitize, manage and file documents for our projects. 
• Document Controller responsibilities include administrative functions, archiving files and ensuring all team members have access to necessary documentation.

Job description

• Essential duties may include but not be limited to: 
• Provide exemplary customer service to all individuals by demonstrating a willingness to be attentive, understanding, and responsive, fair, courteous, as well as respectful, and to actively participate in maintaining a positive customer service environment 
• As needed, assist with various unique building code compliance inspections of commercial, industrial and residential buildings during various stages of construction and remodeling to ensure compliance with applicable codes, ordinances and regulations; may be responsible for approving the issuance of building permits. 
• As needed, assist with various unique examinations of construction documents / building design plans and specifications of new construction of commercial and industrial buildings to determine compliance with the provisions of applicable construction codes, ordinances and regulations. 
• As needed respond to code related questions from developers, builders, contractors, and/or property owners. 
• As needed interact and confer with architects, contractors, builders and the public in the field and office; explain and interpret building requirements and restrictions 
• Read, research, and objectively explain and interpret building code requirements along with other laws pertaining to regulation of buildings, and tactfully communicate, orally and in writing, with staff and/or clients, while maintaining effective relationships 
• As needed attend and participate in meetings when; stay abreast of new trends and innovations in the field of building inspection 
• Support Building Official related duties and responsibilities based on availability 
• As needed assist with the development and execution of local/regional marketing plan in order to establish and maintain effective client profiling activities to identify opportunities. 
• As needed assist with the development and implementation of sales plans, objectives and forecasts, and assists with the direction and execution of approved sales plans, marketing programs, and promotional activities of new and existing services and products. 
• Supports the generation of annual revenue growth objectives through leading direct sales activities including opportunity identification, pipeline management, evaluation, negotiations and deal execution, focusing on core services of code compliance / building safety services for municipal governments and private developments. 
• Solidifies, strengthens, and proactively expands Bureau Veritas’ relationships with our public and private industry clients. 
• Drives the business development process by working with the operating teams in the proposal and interview processes including evaluating and screening RFP/RFQs and leads. 
• Serves as a conduit for BV Network opportunities with and through other business lines. 
• Documents sales activities in CRM, both completed and planned, to capture relationship histories and to drive the sales process forward while tracking KPIs. 
• Monitors Sales KPIs for BVNA and divisions for calls, visits, and opportunity generation. Generates monthly reports of sales activities for review by management. 

Responsibilities

• Copy, scan and store documents 
• Check for accuracy and edit files, like contracts 
• File documents in physical and digital records 
• Create templates for future use 
• Retrieve files as requested by employees and clients 
• Manage the flow of documentation within the organization 
• Maintain confidentiality around sensitive information and terms of agreement 
• Prepare ad-hoc reports on projects as needed 
• Requirements and skills 
• Proven work experience as a Document Controller or similar role 
• Familiarity with project management 
• Basic knowledge of labor and corporate law 
• Hands-on experience with MS Office and MS Excel 
• Knowledge of Electronic Document Management Systems (EDMS) 
• Proficient typing and editing skills 
• Data organization skills 
• Attention to detail 
• Preferred Education / Experience 
• BSc degree in Project Management or relevant field 
• Experience digitizing paper records, large format documents