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Document Controls I
at Agile Sourcing Partners
San Diego, CA

Document Controls I
at Agile Sourcing Partners
San Diego, CA

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Description

Job Description

 Job Summary

The Document Controls I position is responsible for all data management and control functions, including drawings, engineering data, specifications, overhead and underground electrical standards, process control documentation, lessons learned documentation etc. Will update typical document control logs and assist company personnel in obtaining copies of stored data / material. In addition, the individual will help the company adhere to record retention policies, safeguard information, and retrieve data more effectively. The Document Controls I team member must have excellent teamwork and communication skills. This role will also manage coordination efforts between the company, the client, and various project stakeholders.

Job Functions

  • Management of contracts including subcontract agreements, sublease agreements, material supply agreements and corresponding provisions such as insurance, union compliance and other legal requirements.
  • Material specifications management:
  • Bulletin to manufacturers and suppliers
  • Maintenance of material master
  • Tying information over to TED and future Substation design
  • Managing share file system and integrating and staying near real time with SDG&E
  • Coordinate the exchange and flow of documentation among various program external stakeholders including Clients, engineering team, suppliers, manufacturers and Agile’s internal team as may be required.
  •  Responsible for all document controls supporting safety procedures.
  •  Work in various computer information systems and repositories including SharePoint, FTP sites, electrical standards, etc.
  •  Responsible for all document controls, including implementing a site document control plan, coordinating the off-site document control interfaces with the engineers, project managers, and contractors.
  • Establish a document library or filing configuration consistent with company policy and industry standards and ensure all files are maintained current from project initiation through turnover.
  •  Maintain SharePoint for each project and/or construction activities.
  •  Support coordinating and managing submittals, including approval and return of shop drawings, samples, etc. to the engineers and the contractors.
  •  Assist in training document control procedures and requirements.
  •  Assist Client personnel with preparation of all project close-out and file turnover at the completion of each project.
  • Ensure the project library is prepared for long term archiving.
  • Ensures archived project files are orderly. This includes electronic and hard copies of project files.
  • Track transmittals and document revision levels.
  • Develops SOP for team document submittals.
  • Continuous improvement on document controls.

Requirements

Job Qualifications

  • Minimum Education: Bachelor’s Degree in Business Administration, Computer Science, Information Science or directly related discipline or equivalent 4 years of experience in a Records Management environment.
  • Minimum Experience: 2+ years document control experience preferably in an engineering environment.
  • SharePoint power user/administrator experience preferred.

Competencies

  • Prior experience in engineering/supply chain/manufacturing is highly desirable.
  • Background in electric utility space strongly preferred.
  • Experience with CAD formats and PDF software strongly preferred.
  • Strong capability to configure and maintain a document control system.
  • Strong desire to develop new content.
  • Knowledgeable of ISO documentation requirements.
  • Experience with defining and troubleshooting interfaces a plus.
  • Excellent interpersonal and communications skills, both written and oral, with the ability to professionally represent the company and program in multiple settings.
  • Presents numerical data effectively and is able to read and interpret written information.
  • Strong proficiency with computer skills including MS Outlook, Word, Excel and PowerPoint.
  • Excellent organization and analytical skills and attention to detail.
  • Ability to multitask, think strategically, problem solve and collaborate with team members.
  • Highly motivated, results focused and act with a high sense of urgency.

Conditions of Employment

  • Legal documentation establishing identity and eligibility to be legally employed in the US.
  • Drug Testing required
  • Criminal background check
  • Clean DMV record
  • Education verification
  • Reference checks

Company Description

Agile is an award winning, woman and minority owned, national supply chain company with offices in over 8 locations across the country. Agile is one of the largest Latina owned distributors in the country in the utility and telecom industry with over $1B in transactions processed since Agile’s inception. Agile, like its name, is nimble like a start-up but professional and structured like the Fortune 100 companies Agile serves. Agile is looking for candidates who have experience working in a fast paced, creative and dynamic environments with complex industries.The right candidate should be committed to growing professionally and personally. The right candidate will see an opportunity to wear many hats, create processes and implement tools and technology that will further advance Agile in our journey for success. Agile has a proven history of promoting and developing everyone that comes through our doors and has a corporate goal of 100% employee development. Agile also strongly believes in work life balance with flexible work arrangements and with giving back to our communities with contributions to over 30 charitable organizations in the last year. In terms of what Agile does, Agile solves complex supply chain challenges for very large companies that are not able to solve those problems as quickly as Agile can. Additionally, Agile is a procurement and invoicing powerhouse in our industry that manages millions of dollars for complex projects, programs and contracts. Agile’s specific services range from warehousing, to professional staffing, to invoice management, to consulting.

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