What are the responsibilities and job description for the Document Control Specialist position at ViaPlus by VINCI Highways?
ABOUT US
ViaPlus is a global mobility company in the Intelligent Transportation Systems (ITS) market, specializing in revenue and services management solutions for the transportation industry. Our full-featured, single-account back-office technology facilitates the high-volume transactions, customer operations, and data analytics required for seamless multimodal mobility. As a VINCI Highways subsidiary, we are committed to technical innovation and to promoting a positive mobility experience for all. VINCI Highways, a VINCI Concessions subsidiary, is a leader in road concessions, operation and mobility services. We design, finance, build and operate motorways, bridges, tunnels, urban roads and mobility services on a network of 4,100 km in 15 countries. VINCI Highways leverages its expertise to deliver the highest performance and safety standards and treat drivers to a positive experience. VINCI Concessions is an international player in transport infrastructure. We leverage our integrated model to design, finance, build, operate and maintain some 80 airports, motorways and rail projects in 23 countries, through our subsidiaries VINCI Airports, VINCI Highways and VINCI Railways. We are committed to shared growth with regions and are actively making mobility ever more sustainable, efficient and innovative.
MAJOR DUTIES AND RESPONSIBILITIES
A document specialist is responsible for the timely, accurate and efficient preparation and management of documents. They control the numbering, sorting, filing, storing and retrieval of both electronic and hard-copy documents produced by technical teams, projects or departments. Document control specialists maintain all contracts, and project deliverables and create new templates. Sometimes they help project managers develop and maintain documents such as meeting minutes, drawings, specifications, approvals and related items.
Include the following. Other duties may be assigned. The order of the duties listed does not represent the importance and/or percentage of time dedicated to each duty.
• Maintain a computer database of all filed documentation that ensures fast retrieval of documents.
• Maintain a comprehensive filing system and computer database for all documents to be retained
• Assist in managing the operation of the document control system to ensure that all users have the latest revision of appropriate documentation in a timely manner.
• Collect and maintain files of the latest revision level.
• Timely distribution of latest revision level documentation to all appropriate users and ensure that obsolete documentation is removed from distribution.
• Prepare agendas, notices, minutes and resolutions for meetings.
• Perform clerical typing duties to generate documents as necessary.
• Supervise and coordinate overall administrative activities for the office.
• Prepare weekly, monthly, quarterly, and ad-hoc business reports as needed, with the ability to provide recommendations based on analysis, if required.
• Create, maintain and coordinates documentation control for the project.
• Manage calendars and contacts.
• Manage schedules, arranges appointments, meetings, conference calls, etc.
• Perform complex and confidential secretarial functions including developing and preparing. confidential correspondence, reports and other documents.
• Respond to routine external correspondence.
• Types memos, purchase requisitions, payment requests and other department forms and documents.
• File and Maintain confidentiality of all contracts.
• Manage Office supplies budget and inventory.
• Perform special projects as assigned.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Strong organizational skills with the ability to meet deadlines.
• Proven office management, administrative or assistant experience.
• Strong Knowledge of office management systems and procedures.
• Excellent time management skills and ability to multi-task and prioritize work.
• Proficiency in MS Word, Excel and Access.
• Ability to write emails/correspondence in an effective and clear manner.
• Strong attention to detail and organizational skills.
• Should possess an above-average skill ability and knowledge of PC computers. The ability to develop, create, and utilize spreadsheet software (Microsoft Excel), word processing software (Microsoft Word) and Access daily. The individual should possess the skills and ability to learn and utilize new software products as introduced by the organization.
• Ability to read and comprehend complex instructions, correspondence, and memos. Ability to write simply to complex procedures, staff memos, and correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Ability to respect and maintain confidential, private, and sensitive information.
• Ability to work well independently and as a self-starter.
• Ability to effectively communicate with customers, vendors, co-workers and senior management staff in a courteous, polite and professional manner at all times.
• Ability to be flexible, and dependable, and possess excellent follow-through skills.
EDUCATION AND/OR EXPERIENCE
• High school diploma or general education degree (GED).
• Two (2) years of administrative experience required
• Document control experience preferred
SUPERVISORY RESPONSIBILITIES
There are no supervisory responsibilities in this position.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is regularly required to use hands and reach with hands and arms, hear, and talk. The employee will be working and navigating on a computer. The employee occasionally is required to stand, sit, stoop, kneel, crouch, and walk. The employee may occasionally be required to lift and/or move up to 20 pounds. The work environment is usually moderate to loud.
