The Documents Controller is responsible for the management and maintenance of documentation, for both hard and soft copy documents. This role is essential in supporting the organization’s documentation processes and ensuring that all documents are easily accessible, properly archived, and managed according to company policies and industry regulations.
Duties/Responsibilities:
- Assist projects managers in the prompt retrieval of documents.
- Reading and understanding client standards and specifications, other project related documents and meeting their requirements.
- Working within the team to ensure that documents are properly received, logged in and entered into the document control system.
- Ensure that accurate information is distributed throughout an organization, on time, to the people who need it.
- Use of document management softwares to upload or scan paper documents, retrieve documents for authorized personnel and ensure document storage to comply with laws and regulations.
- Print and distribute documents as needed.
- Scan and upload documents according to company procedure.
- Collect and register all technical documents such as drawings and blueprints in the company’s system.
- Review and update documents for maintenance and quality control.
- Keep other personnel updated on new document versions and how to obtain access.
- Handle records across various departments.
- Maintain confidentiality regarding sensitive documents.
- Establish and maintain record retention timelines.
- Assist with file migrations to permanent storage locations.
- Perform audits and other administrative tasks as needed.
- Maintain program wide document templates for standard correspondence, transmittals, and forms.
- Prepare and distribute document control reports as necessary.
- Reporting safety, health, and quality issues to management.
Knowledge, Skills, and Abilities:
- Proficient in Microsoft Office Suite.
- Working knowledge of P6/ Primavera, Project Wise, E-builder or other like software.
- Working knowledge of entry level CAD, CAD Vault or other like software.
- Working knowledge of InDesign Adobe Acrobat, Adobe Photoshop, Visio or other like software.
- Strong documented skills in areas of organization, problem-solving and personal interactions.
- Ability to learn new software quickly.
- Self-motivated.
- Follow direction and pay close attention to detail.
- Complete assignments on time and accurately.
- Meet client demands with thoroughness and prompt follow-up.
- Effectively manage workload with rapidly changing priorities and deadlines.
- Good communication skills to keep people informed and tracking and distributing documents.
- Well organized and highly proactive individual to take charge on supporting leadership day to day.
Education and Experience:
- High School Diploma or GED required, a Bachelor’s degree in business administration, information management, or a related field (preferred).
- One (1) year + of experience in a similar role, preferred.
- Knowledge of multiple CAD systems preferred.
Milhouse Engineering and Construction, Inc. was founded in 2001 with the goal of building the best engineering company in the country. It was based on the belief that if we hired great people, fueled their passion while challenging them to excel, and maintained a laser focus on the needs of your clients, success would come- and so it has. Our portfolio of successful projects continues to grow, our family of highly satisfied clients continues to expand, and our staff just gets better and better.
We are a unique, Chicago-based firm whose collective passion, vision and expertise has led to phenomenal growth! With more than 500+ talented professionals and offices across the globe, Milhouse offers a dynamic work environment where there is no limit to what you can achieve if you are willing to go after it.
Our people are the cornerstone of our organization, and key to our success. Join a remarkably talented team that shares a passion for what they do and a vision for improving communities around the world through innovative engineering and construction.
Click here to see who we are, and how our people drive our culture each & every day.
Click here to see all of our awards and how many times we've won Chicago’s 101 Best & Brightest Companies to Work For!
Important Notice to US Applicants
Milhouse Engineering and Construction, Inc. is an at-will employer.
We are an Equal Opportunity Employer.
Benefits List:
Medical
Dental
Vision
Life Insurance
Short Term Disability Insurance
401(k) Plan
Transit Benefits Program
Paid Time Off (PTO)
Employee Education & Development Program
Paid Holidays
Employee Referral Program
Wellness Program
Employee Recognition Program
Lunch and Learns
Milhouse University Classes (Cross Functional Training)
Higher Level Professional Development/Certification support
Paid Maternity and Paternity leave (plus incentives to support you in your first year of parenthood)
