Document Specialist

Project Overview

The Niagara Construction Management (CM) Department requires the services of a Document Control Specialist / Administrative Assistant to provide document control and administrative support for various Capital Projects at the Niagara Power Project. This position will work closely with NYPA’s Project Management (PM) and Construction Management (CM) staff and coordinate with the PM Document Control Specialist. The Consultant will be responsible for performing document control and administrative activities as outlined in the Scope of Services below.

Job Functions & Responsibilities

Provide document control and administrative support services to the Niagara CM Department. The role will primarily involve the use of Procore, Maximo, Microsoft Office, and other NYPA-designated systems to develop, manage, and control documents throughout the lifecycle of Niagara Capital Projects. All work must be performed in accordance with NYPA’s policies, procedures, standards, and governance requirements.

1. Document Control Support

i. Project File Setup and Administration

• Set up, administer, and maintain project files for identified projects using NYPA-designated software systems.
• Ensure strict adherence to NYPA document naming conventions.
• Apply required metadata structures and file documents in compliance with project governance, filing standards, and naming conventions.

ii. Document Control Planning and Governance

• Develop and implement a site-specific document control plan.
• Coordinate off-site document control activities with the Engineer-of-Record, Architect/Engineer (A/E), and/or NYPA, as required.
• Develop a project documentation activity/task list using NYPA templates or approved software.

iii. Project Binders and Logs

• Maintain electronic project binders for each project and/or construction activity as directed by NYPA.
• Monitor binders to ensure compliance with the Project Management (PM) Process and Project Governance Procedure.
• Prepare and maintain document logs for construction, including but not limited to:
• Safety and environmental logs
• Contract logs
• Insurance logs
• Certified payroll logs
• Manpower logs

iv. Submittals Management

• Support the coordination and management of submittals, including review, approval, and return of shop drawings, samples, and related documentation.
• Maintain and update the Submittal Log, including review status and final disposition.

v. Drawing Management

• Track clone drawings issued to contractors.
• Reconcile unused clone drawings.
• Coordinate Issued for Construction (IFC) drawing packages, including:
• Maintaining master drawing lists
• Distributing drawings to contractors and NYPA personnel
• Coordinate receipt of final redline drawings, ensuring they are received, scanned (if applicable), and properly filed in accordance with NYPA requirements.
• Coordinate receipt of final as-built drawings, ensuring proper filing per NYPA standards.

vi. Asset Management Coordination

• Coordinate with NYPA’s Asset Management Department for distribution and handover of electronic files related to assets created or updated in Maximo.
• Ensure documents are properly attributed and aligned with corresponding asset records.

vii. Project Closeout Support

• Support project closeout activities in accordance with NYPA’s Project Management Policies and Procedures.
• Assemble closeout documentation progressively throughout the project and complete within 30 days of construction completion.

Responsibilities include, but are not limited to:

• Assembling interim closeout documentation at appropriate milestones
• Reviewing final payments for NYPA approval or action
• Ensuring receipt of all lien release certifications
• Finalizing summaries of project expenditures
• Assisting with audits as required
• Verifying completeness and accuracy of all project files, manuals, as-built drawings, permits, warranties, and related documentation
• Ensuring all documentation is included in the electronic project binder
• Assisting with preparation and turnover of project closeout materials for long-term archiving

2. Administrative Support

i. Clerical Services

• Prepare, format, and edit documents such as correspondence, memoranda, reports, and presentations.
• Maintain both physical and electronic files, records, and databases in an organized and accessible manner.
• Manage office supplies, equipment, and general office logistics.

ii. Meeting Coordination

• Provide full administrative support for meetings, including scheduling, preparing agendas, recording minutes, and distributing finalized materials.
• Track and follow up on action items as directed by NYPA.
• Maintain a centralized calendar of project meetings, deadlines, and milestones.

iii. Records Management

• Organize and maintain Construction Inspection / Monitoring Program (CIMP) records in compliance with NYPA policies.
• Manage documentation including Inspection Reports (IRs), Non-Conformance Reports (NCRs), Corrective Action Reports (CARs), Material Receiving Reports (MRRs), test reports, and related records.

iv. Reporting

• Compile data and assist in preparing weekly and/or monthly project reports.
• Track and monitor schedule submissions to ensure timely and accurate reporting.

v. Contractor Onboarding / Training

• Develop and maintain a database tracking contractor personnel.
• Coordinate security background investigation requirements.
• Schedule orientation, training, and badging with NYPA Security.
• Administer required training programs and document completion.

vi. Time and Resource Tracking

• Assist with staff timesheet collection and review for completeness and accuracy.
• Maintain centralized records of employee time off, site rotations, and project roles.
• Support review of contractor invoices and Partial Pay Estimates (PPEs), ensuring proper documentation and compliance.

vii. Work Orders and Procurement Documents

• Assist in creating, issuing, and tracking work orders in Maximo, ensuring accuracy and timeliness.
• Support preparation and tracking of purchase requisitions, including validation of account coding and documentation.
• Assist with monthly procurement credit card processing, including reconciliation, receipt verification, expense coding, and compliance with policies.

Skills

ii. Experience

• Specific experience in document control, including:
• Working with document management systems (DMS)
• Managing controlled documents (e.g., policies, procedures, drawings, contracts)
• Version control and revision tracking

iii. Skills and Abilities

Knowledge of:

• Document numbering systems and file naming conventions
• Revision control and change management
• Document lifecycle (creation, review, approval, distribution, archiving)
• Controlled vs. uncontrolled documents
• Project closeout documentation and processes

Ability to:

• Maintain logs, registers, and tracking systems
• Ensure documents meet formatting and quality standards
• Manage access rights and maintain document security
• Retrieve and distribute documents efficiently and accurately
• Manage multiple priorities with strong attention to detail
• Communicate effectively, both verbally and in writing

Software & Tools

1. Office Software

• Microsoft Office (Word, Excel, Outlook, PowerPoint) – intermediate to advanced proficiency
• PDF tools (e.g., Adobe Acrobat) for editing, combining, and formatting documents

2. Document Management Systems

• Experience with platforms such as Procore, Vault, Maximo, DocuSign, or similar

3. General Office Tools

• Scanners, copiers, multifunction printers, and plotters
• Basic database and spreadsheet tracking tools

Education & Certifications

i. Education

• Associate’s or Bachelor’s degree in Business Administration, Office Administration, Information Management, Engineering, Construction Management, or a related field is preferred.

Job Type: Contract

Pay: $30.00 - $40.00 per hour

Work Location: Hybrid remote in Lewiston, NY 14092

Salary : $30 - $40