Assistant Document Controller

VINCI Construction LLC - Virginia Beach, VA

Company Overview:
VINCI Construction LLC is a subsidiary of VINCI Construction Grands Projects located in Norfolk, Virginia, USA.

The scope of the company is general contracting and construction work, along with any associated services related to large selected Design and Build projects, either public or private for which it can bring clear and strong added value.

VINCI Construction LLC aim to develop engineering and construction services for large infrastructure projects in various parts in the United States and provide a highly skilled and competitive professional service in construction field.

The Joint Venture including VINCI (33%), Dragados USA (42%), Flatiron Constructors (25%) has been awarded with a $3.3 design-build contract for the I-64 Hampton Roads Bridge Tunnel Expansion Project (HRBT) in Virginia, which is the largest construction contract awarded in the history of the Virginia Department of Transportation (VDOT).

Principle Accountability and Responsibility:
Carry out document control activities in line with the Project Document Control and Document Coding Procedure
Maintain and update an accurate database of all filed documentation
Ensure that the documents are properly coded and uploaded in the platform dedicated to that purpose (Aconex)
Ensure that documents are disseminated to all stakeholders or any third parties (subcontractors, etc.) in a timely fashion so they may be reviewed or executed
Ensure that official and formal information is being dispatched to the Staff through a dedicated software and correspondence is being recorded for traceability purpose
Monitor Document Workflow within the system and coordinate with involved parties/contractors as necessary (signature, uploading, etc.)
Responsible for maintaining company files, soft and hard copy in an organized and accessible manner as well as their level of access through procedures and specific location
Work closely with the Quality Control Department in order to understand the requirements and prepare the Hand-Over Documents
Coordinate and monitor incoming and outgoing documents including technical documents and drawings
Responsible for the administration, processing, filling, archiving of all inspection records
Responsible for the implementation of hard copy storage and access procedures, location and storage resources
Performs other administrative or office duties as required or as assigned such as filling, photocopying and scanning documents, printing Job
Enforce the documentation control procedure in particular the change/revision control and validation process
Preparation of document transmittal for hard copies and record ingoing transmittal

Education and Experience:
Associate degree or higher in Computer Science, Business Administration or similar field
Minimum of 2 years experience in Document Control and Record Management preferably within the construction industry
Proficiency in using a variety of computer software applications – Excel must be expert
Knowledge of Electronic Document Management Systems
Previous experience with Aconex Software is required

Strongly Encouraged:
Previous experience in the US is a plus

Key Skills and Knowledge:
Highly developed communication, both written and verbal
Fluent in English with professional proficiency
Ability to maintain a high level of confidentiality
Strong attention to details
Strong Organizational Skills

Strongly Encouraged:
High ability to work under pressure