Document Control Specialist

Job Number: 26-00859

Want to be part of the Energy Industry? ECLARO is looking for a Document Control Specialist for our client in Niagara, NY. ECLARO's Client is America's largest state power organization and is a national leader in energy efficiency and clean energy technology. If you’re up to the challenge, then take a chance at this rewarding opportunity!

• 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.
• Key Programs And Projects Include:
  • This position will work closely with client's Project Management (PM) and Construction Management (CM) staff and will coordinate with the PM Document Control Specialist.
  • The Consultant will be responsible for document control and administrative activities as described in the Scope of Services below.

• 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 client-designated systems to develop, manage, and control documents throughout the lifecycle of Niagara Capital Projects.
• All work shall be performed in accordance with client's policies, procedures, standards, and governance requirements.
• Document Control Support
  • Project File Setup and Administration.
    • Set up project files and administer/update those files for identified projects in the software system(s) designated by the client.
    • Ensure that document naming conventions are maintained in strict accordance with client procedures.
    • Understand and apply the required metadata structure and file documents in accordance with project governance and applicable project filing and naming conventions.
  • Document Control Planning and Governance
    • Develop and implement a site-specific document control plan.
    • Coordinate off-site document control interfaces with the Engineer-of-Record, Architect/Engineer (A/E), and/or client, as required.
    • Develop a project documentation activity/task list using client's template or other approved software.
  • Project Binders and Logs
    • Maintain an electronic project binder for each project and/or construction activity, as directed by client.
    • Monitor project 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, Client logs.
  • Submittals Management
    • Support coordination and management of submittals, including review, approval, and return of shop drawings, samples, and related documents to client and contractors.
    • Maintain and update the Submittal Log, including review status and final disposition.
  • Drawing Management
    • Track clone drawings issued to the Contractor.
    • Reconcile unused clone drawings.
    • Coordinate Issued for Construction (IFC) drawing packages, including maintaining master drawing lists and distributing required drawings to Contractors and/or client personnel.
    • Coordinate receipt of all final redline drawings, ensuring they are received and/or electronically scanned and filed in accordance with client requirements.
    • Coordinate receipt of all final as-built drawings, ensuring they are received and/or electronically filed in accordance with client requirements.
  • Asset Management Coordination
    • Coordinate with client's Asset Management Department regarding distribution and handover of applicable electronic files associated with assets created or updated in Maximo.
    • Ensure proper attribution and alignment of documents with corresponding asset records.
  • Project Closeout Support
    • Support project closeout activities in accordance with client's Project Management Policies and Procedures.
    • Assemble interim closeout documentation at appropriate stages, following client governance requirements through construction completion.
    • Review all final payments for client's approval or action.
    • Ensure receipt of all lien release certifications.
    • Finalize a summary of all project expenditures.
    • Assist…