Location: This will require working out of HNTB’s 80 M Street SE office in Washington, DC.
Salary will be based on experience and qualifications.
Sortac Systems is looking for those to administer the document lifestyle for engineering and construction documents. Responsible for defining standards and workflows for documents. Administers the collection, authorization, publication, storage and retrieval of documents. Manages document processes and systems to ensure control and availability.
This position is expected to be full-time and compensation will be limited to @ $26.00/hour.
Primary Focus will include:
Manages daily e-mail inquiries and client request ensures the requests are promptly replied to, coordinated, and delivered with professionalism and accuracy.
Administers the document lifecycle (authors, approves, publishes, revises, retires, archives) engineering and construction documents and other business policies and procedures. Prepares electronic document templates. Scans documents, updates procedures and creates documents as required.
Performs and/or supports regular audits of document control processes and procedures.
Coordinate Background Checks and other administrative tasks as part of Employee Onboarding process.
Assists in providing training on documentation and record retention policies, record destruction, disaster recovery, procedures and instructions to site personnel.
Ability to organize, set priorities, manage workload and handle multiple responsibilities.
May provide training on documentation and record retention policies, records destruction, disaster recovery, procedures and instructions to site personnel.
Reviews new and revised documentation for suitability and conformance to HNTB and client standards, including record naming convention and storage.
Tracks the flow of documents including, but not limited to spreadsheets, proposals and financial reports.
Files documents in designated folders on various systems (PeopleSoft, SharePoint).
During audits, secures documents for viewing and shred for security purposes. In addition to, communicating these documents.
Establishes, maintains, and oversees filing system and records for the department to ensure compliance with guidelines and best practices.
Meets deadlines for generating reports, letters, memoranda, and other assorted documents required to support the document.
Education and Skills Required:
Bachelor’s or Associates degree in a a business major or similar field.
Self-starter
Experienced with Project Management Systems such as Microsoft SharePoint and Procore.
Excellent communication skills
Detail-oriented
Good organization skills
Be able to work with minimal guidance or oversight
Minimum of 1-3 years of experience, preferable working in Records Management and Procurement/ Contracts department.