Project Controls Specialist - Document

As we move America’s workforce toward the future, Amtrak connects businesses and communities across the country. We employ more than 20,000 diverse, energetic professionals in a variety of career fields throughout the United States. The safety of our passengers, our employees, the public and our operating environment is our priority, and the success of our railroad is due to our employees.

Our values of ‘Do the Right Thing, Excel Together and Put Customers First’ are at the heart of what matters most to us, and our Core Capabilities, ‘Building Trust, Accountability, Effective Communication, Customer Focus, and Proactive Safety & Security’ are what every employee needs to know and do to be most impactful  living the Amtrak values, focusing on our capabilities, and actively embracing and fostering diverse ideas, backgrounds, and perspectives, together we will honor our past and make Amtrak a company of the future.

Maintain project documents; responsible for ensuring accurate information is distributed throughout an organization, on time, to the people who need it. The individual will be required to review, process, and file documentation as well as manage the smooth running of all documentation operations.

• Enforce procedures intended to oversee the creation, review, approval, release, distribution, access, storage, security, and disposal of documents.
• Primarily responsible for managing project documents that are received, copied or scanned while also ensuring their accuracy, quality and integrity.
• Maintain stringent electronic document control processes for all project related information.
• Maintain and update document folder structure and content.
• Ensure document control quality as it relates to version control, proper filing structure is followed by project team and Amtrak’s PM/CM consultant.
• Assist in digital archiving of final project documents from Procore into Amtrak’s cloud storage system, Aurigo Masterworks EPPM.
• Coordinate all communications including indexing, compilation and distribution of documents as well as meeting notes and assignments.
• Assist project team to develop and maintain documents such as meeting agendas, meeting minutes, drawings, specifications and related items.
• Control the retrieval of documents;
  Receive and process submittals or shop drawing and requests for information or RFI’s and maintain via tracking logs.
• Assist project team with organizing and compiling forms, drawings, documents and receipts and tracking logs for reimbursable invoicing.
• Responsible for all activities detailed above, while gathering documents from parties across the project (e.g., Project Director, Project/Construction Managers, Contractor, Consultant, Stakeholder, etc.) and receiving approval from Sr. Principal Project Manager on any areas impacting project work.

• Bachelor’s Degree required or equivalent combination of training, education and relevant experience may be considered in lieu of a degree. Plus,
• 3 years of prior relevant experience required
• 5+ years of relevant experience preferred

• Knowledge of contracts and contract administration including its assessment and implementation at each phase of the project.
• Six Sigma Green Belt
• PMP-SP or RMP

• Working knowledge of Project Controls management relating to cost, scheduling and estimating at a project level.
• Working knowledge of document control management
• Experienced SharePoint, Aurigo Masterworks Solution Suite, Procore user
• Ability to organize and analyze large volumes of financial, risk and schedule performance data
• Microsoft Office (Word, Excel, Visio, PowerPoint, MS…