Document Control Specialist

Job Description

Job Description

Job Tittle: Document Control Specialist

Location: Guaynabo, PR IN-OFFICE

Who We Are

DCMC Partners, a Great Place to Work® Certified company, is a leader in program and crisis management services. Our expertise includes disaster recovery operations support, long-term recovery organization development, strategic consulting, recovery program management, hazard mitigation, grants management, grant application support, and business continuity planning.

Our team has managed response and recovery efforts for nearly every major disaster in the United States over the past 30 years. With a full suite of emergency management services, DCMC Partners helps clients effectively prepare for, mitigate, respond to, and recover from crises and disasters of all kinds.

Position Summary

The Document Control Specialist is responsible for the collection, organization, management, and maintenance of procurement and project-related documentation. This role ensures accurate document control, version management, data integrity, and file organization while supporting project teams through efficient document management processes and systems.

Key Responsibilities

• Manage document control processes, including version tracking, revisions, approvals, and document distribution.
• Ensure all documents are properly named, organized, and stored according to established filing standards and naming conventions.
• Develop and maintain document management systems and file structures.
• Support project teams by responding to documentation requests and facilitating document retrieval.
• Monitor document quality, accuracy, and completeness.
• Ensure documents and data are properly backed up and accessible to authorized personnel.
• Research client platforms to locate requested documentation and upload documents to internal systems.
• Maintain confidentiality and security of project documentation.

Administrative Responsibilities

• Understand and manage task assignments and deadlines through Procore and other project management systems.
• Prepare and provide reports, status updates, and document metrics as requested by management.
• Support departmental efforts to improve document control processes and workflows.

Core Competencies

Communication & Collaboration

• Strong verbal and written communication skills.
• Ability to communicate effectively with clients, project managers, vendors, and team members.
• Professional and customer-service-oriented approach.

Organization & Accountability

• Exceptional organizational and time management skills.
• Strong attention to detail and commitment to accuracy.
• Accountability and ownership of assigned responsibilities.

Adaptability & Problem Solving

• Ability to manage multiple priorities and deadlines simultaneously.
• Adaptability in changing work environments and project demands.
• Ability to identify process improvement opportunities and optimize workflows.

Technical Proficiency

• Proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Experience using document management and collaboration platforms.
• Ability to work effectively with remote work technologies and cloud-based systems.

Qualifications

Education

• Required: High School Diploma or equivalent with relevant experience.
• Preferred: Bachelor's Degree in Information Management, Business Administration, Records Management, or a related field.

Experience

• Minimum of one (1) year of previous experience in document management, records management, or a related administrative field.
• Relevant experience as a Document Controller, Records Clerk, Administrative Assistant, Information Management Specialist, or in other document management, records management, or administrative support roles is preferred. Such experience should demonstrate the ability to organize, maintain, track, and manage documentation while ensuring accuracy, compliance, and accessibility of records.

Skills

• Proficiency in document management systems and software is required, including SharePoint, Procore, Asset Suite, Adobe Acrobat Pro, Microsoft Excel, and other related document management platforms.
• Experience with electronic document imaging, scanning and indexing technologies, and digital records management systems.
• Categorize, store, retrieve, label, index, and maintain both electronic and physical records in an organized and efficient manner.
• Possess the ability to track document lifecycles, maintain version control, identify opportunities for process improvement, and support the implementation of document management best practices.
• Work effectively with internal teams, external stakeholders, and clients while ensuring the accuracy, accessibility, confidentiality, and integrity of project documentation.

• Strong organizational, analytical, and problem-solving skills.
• Strong verbal and written communication skills.
• Comfortable working with workplace technology and digital collaboration tools.

Additional Requirements

• Bilingual proficiency in English and Spanish (spoken and written).
• Must reside in Puerto Rico.
• Must be able to work on-site in Guaynabo, Puerto Rico.
• Ability to occasionally work outside regular business hours, including evenings and weekends, as needed.

Working Conditions

• Schedule: Monday through Friday, 8:00 AM to 5:00 PM.
• This is an in-office position located in Guaynabo, Puerto Rico.
• Occasional evening, weekend, or extended-hours work may be required based on project needs.

Benefits

DCMC Partners offers a competitive benefits package, including:

• Comprehensive Health Insurance
• 401(k) Retirement Plan
• Disability Insurance
• Paid Time Off (PTO)
• Performance-Based Bonus Incentives

DCMC Partners Commitment to Diversity

DCMC Partners is an Equal Opportunity Employer committed to fostering a diverse and inclusive workplace. We celebrate diversity and are dedicated to creating an environment where all employees are treated with respect and provided equal opportunities for success.

Equal Opportunity Employer / Disability / Veterans

For more information about DCMC Partners, visit: www.dcmcpartners.com/careers.

Job Posted by ApplicantPro