Job Description

Position: Document Control Specialist I

Contract Duration: 12 Months+

Location: Bay City, MI (Hybrid)

Department Summary

The Electric Supply Engineering (ESE) Document Management Team is responsible for managing Electrical Engineering Records (ERC) to support Electric Supply Operations team members. This includes overseeing records during the execution phase of capital projects in coordination with Engineering and Enterprise Project Management (EPMO). The department also leads drafting support efforts for the Engineering team and manages Computer-Aided Drafting Standards. This team plays a key role in delivering the company’s capital investment strategy and maintaining configuration management for Operations team members.

Job Description

The Document Control Specialist I will support project document control functions for construction projects and contribute to other ESE Document Control activities as needed. The role involves working closely with engineering personnel, ensuring compliance with review and record-keeping procedures, and managing project records throughout the design, construction, and closeout phases.

Key Responsibilities

• Guide engineering personnel on document review and record requirements as outlined in company procedures.
• Process and manage engineering and project records, including drawings, manuals, transmittals, correspondence, and Engineering Change Notices (ECNs).
• Maintain and update electronic databases for tracking, transmitting, and distributing documents and vendor submittals.
• Generate reports for Daily, Weekly, and Monthly Operating Reviews.
• Request and manage controlled document numbers for plant records, including wiring diagrams (WDs), P&IDs (Piping & Instrumentation Diagrams), circuits, raceways, valves, and conduits.
• Audit records for accuracy and completeness, implement corrective actions, and assist in updating document management procedures.
• Provide hard copy documents for construction projects and submit critical records to Plant Document Control upon project completion.

Essential Functions

• Strong communication and customer service skills.
• Ability to multi-task and adapt quickly while maintaining organization.
• Anticipate and understand the impact of document control actions on multiple systems.
• Demonstrate leadership, teamwork, and the ability to work independently on complex projects.
• Proficiency in SAP and other relevant software for internal processes.
• Effectively manage project milestones, prioritizing and organizing work assignments.
• Strong analytical skills and the ability to interact with internal and external stakeholders.
• Resolve issues efficiently through collaboration with internal departments.
• Interface with engineering, plant personnel, and drafters regularly.
• Ability to transport and handle large-format prints for plant and project use.
• Maintain an orderly and organized workspace, ensuring the availability of paper, toner, and printer supplies.
• Exemplify safe work practices and adhere to company compliance standards.

Preferred Qualifications

• 2–4 years of experience in records management or similar roles.
• Experience with document control software such as ProjectWise, Primavera Unifier, CM14, or Prolog.
• Experience in clerical, administrative, or construction document control roles.
• Proficiency in Adobe Pro, plotter, and scanner operations.
• Background in database management.
• Coursework or an associate degree in:
• Information Science
• Data Processing & Technology
• Utility, Engineering, or Construction Document Control

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