Document Control

Application Instructions: Complete application and attach resume

Provide high-level technical administrative support by providing coordination & implementation of the company’s Document Control system and integration into various customers’ document control systems. May also train and supervise lower level clerical staff. This is a full time schedule to meet the needs of production & engineering staff. Standard work hours are Monday to Friday during normal business hours for 40 hours per week minimum. There is the possibility that weekend or after hours work may be required.

Responsible for overall coordination of controlled documentation within the Fabrication Division. Some Field involvement may be required as the project dictates.

Maintaining and updating documents for the business or projects for various departments using Company’s procedure and/or client’s procedure using a high degree of confidentiality.

Using document management software to upload & download documents, distribution of these documents to the appropriate personnel and control of Company’s transmittal log(s) for various projects. All these activities must be done in a timely manner as required by the supervisor.

Creating a transmittal page document with accurate data to accompany every transmittal using Company’s standard transmittal page template.

Printing, scanning, organizing, labeling, and binding of documents in a neat & professional manner.

Assist in document searches & audits to ensure timely response to documentation request(s). Must be able to send reminders on upcoming submittals and expedite late submittals.

All documents must be organized on Document portals and on Company’s server for easy access by designated employees.

Creating and Request for Information (RFIs) or Request for Deviations (RFDs) as requested using Company’s standard templates.

Create new templates, tracking systems, and other new documents as needed to assist in better document control.

Perform general office duties, such as ordering supplies, maintaining records, management database systems, and performing basic bookkeeping work.

Answer phone calls and direct calls to appropriate parties or take messages in a timely manner.

Conduct research, compile data, and prepare logs for consideration and presentation.

Attend meetings and communicate as directed.

Greet visitors and determine whether they should be given access to specific individuals.

Must adhere and comply with all safety regulations.

Interface with Clients and Customers on a limited basis.

Must maintain a high degree of confidentiality with business data and events.

Open, sort, and distribute incoming correspondence, including faxes and email.

Must be able to read, write speak and communicate effectively in English.

Maintain regular attendance and timeliness on a consistent basis.

Conduct business and interactions with a positive attitude that projects the highest level of professionalism.

The above duties are not meant to restrict initiative, but rather to define minimum activities. These duties may be altered to suit the needs of the company.

Position Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Education and/or Experience:

Associate degree and/or high school diploma with a minimum of (3) years’ experience in working within similar production needs.

Physical Demands and Work Environment:

The physical demands: ability to lift 20 pounds on a regular basis. Ability to sit for extended periods of time and use a combination of both hands/arms to perform daily task.

Employee will be working in a shop office and will on a regular basis be required to walk through the shop and outside as duties require.

Other Skills and Abilities:

Active Listening – Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Reading Comprehension –Understanding written sentences and paragraphs in work related documents.

Speaking – Talking to others to convey information effectively.

Service Orientation – Actively looking for ways to help people.

Writing – Communicating effectively in writing as appropriate for the needs of the audience.

Coordination – Adjusting actions in relation to others’ actions.

Time Management – Managing one’s own time and the time of others.

Social Perceptiveness – Being aware of others’ reactions and understanding why they react as the do.

Monitoring – Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

Active Learning – Understanding the implications of new information for both current and future problem solving and decision-making.

Written Comprehension – The ability to read and understand information and ideas in writing.

Oral Comprehension – The ability to listen to and understand information and ideas presented through spoken words and sentences.

Near Vision – The ability to see details at close range (within a few feet of the observer).

Speech Clarity – The ability to speak clearly so others can understand you.

Information Ordering – The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (patterns of numbers, letters, words, pictures, mathematical operations).

Deductive Reasoning – The ability to apply general rules to problems to produce answers that make sense.

Problem Sensitivity – The ability to tell when something is wrong or is likely to go wrong.

Equal Opportunity Employer: Unless you are given a written contract signed by the President of The Roberts Company specifying an employment term, your employment is considered “at-will”. This means that both the Company and the employee have the right to terminate employment at any time with or without cause. Nothing in this handbook, nor any oral or written representation by an employee, official, Manager, or Supervisor of this Company shall be construed as a contract of employment, unless the President signs the written contract of employment.

To give equal employment and advancement opportunities to all people, we make employment decisions at the Roberts Company based on each person’s performance, qualification, and abilities, the Roberts Company does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by the law.

We will make reasonable accommodations for qualified individuals with known disabilities unless making the reasonable accommodation would result in an overdue hardship to The Roberts Company.