Assistant Document Controller Jobs (NOW HIRING)

WHAT LJA HAS TO OFFER

LJA is offering an exciting opportunity that will allow you to reach your full career potential. The structure of our organization is designed to amplify your capabilities while gaining the benefits of being an employee-owner. What truly sets this opportunity apart is the chance to collaborate every day with dedicated, skilled, and supportive leaders. Working at LJA gives you the chance to grow through hands-on experience.

WHAT MAKES LJA DIFFERENT

At LJA, our employee-owners take pride in their work and their workplace. We are guided by leaders who foster a culture of respect, collaboration, and a shared vision of success.  Our difference is evident in the experiences and opportunities we provide.

Employee-owned. Client-focused.

• Employee Stock Ownership Plan (ESOP)
• Consistently ranked as a Top Workplace
• Internal recruitment team, in-house training, and a marketing department specific to our industry
• Our culture champions continuous learning and personal growth
• We believe success comes through constant evolution and communication
• We are passionate about having fun, making money, and making a difference

POSITION OVERVIEW: As a Document Controller, you will be responsible for providing support throughout the project lifecycle. Support includes file management, ensuring naming convention consistency, drafting documents related to acquisition based on forms, and other organization of file records and information. The Document Controller acts as a liaison between internal team members to ensure that documentation needs are met and project timelines are supported through efficient document workflows. This is a 100% office-based position.

TYPICAL DAILY RESPONSIBILITIES:

• Organize and maintain the storage and archiving of project records and provide guidance to team members in the appropriate storage of project documentation
• Maintain multiple databases and input data
• Configure and maintain SharePoint document libraries, lists, and file structures to support project documentation and growth
• Define, manage, and improve metadata for better document tracking, searchability, and reporting capabilities
• Perform quality check to ensure adherence with internal and contract requirements, and clearly communicate required deliverable corrections when quality check requirements are not met
• Communicate with team members in multiple geographic locations and work with subconsultants on a particular project basis
• Participate in meetings and draft/compile meeting minutes
• Enforce document control standards and quality assurance processes
• Track deliverables, action items, transmittals, and other project activity
• Work with vendors to ensure deliverables on projects are being received
• Monitor document workflows to ensure timely completion of deliverables
• Assist multiple team members with project needs
• Maintain document control emails and file content appropriately
• Review and analyze title commitments and support documents
• Prepare documents as requested using approved templates
• Manage influx of multiple daily requests with close attention to time-sensitive information
• Scan documents as received, upload them into the document management system and enter into appropriate database systems
• Prepare various letters and packages for mailout
• Process Travel Request Forms
• Review invoices to verify appropriate dates and support documentation
• Maintain hard copy files
• Perform other duties assigned or required to meet objectives of position

REQUIRED QUALIFICATIONS:

• 4-Year College Degree (other education and experience may qualify as a substitution)
• Strong computer skills with specific knowledge of Microsoft Office Suite (Word, Excel, Outlook, TEAMs) and SharePoint
• Document control experience
• Exceptional attention to detail and organizational skills
• Experience in the right of way, real estate, or legal industry
• Experience with SharePoint and FTP sites
• Demonstration of self-motivation and ethical behavior
• Ability to continuously and proactively collaborate, share, seek guidance, and receive feedback through open dialogue
• Possess a positive attitude and a desire to learn
• Willingness to adapt work schedule based on project document control needs
• Ability to work independently but also work as a team player
• Ability to plan and organize workload, adjust changing priorities, and work well under pressure
• Able to manage multiple priorities under tight deadlines
• Possess critical thinking and problem-solving attributes

MIND/BODY ENDURANCE

• Sit for extended periods of time working on a computer with various software applications
• Intraoffice and Interoffice mobility required to attend project meetings, client meetings, and meetings with team members and support staff
• Actively participate in meetings to follow-up with team members and clients on action items
• Work under pressure to meet deadlines
• Capable of quickly evaluating accuracy in real estate acquisition documents

LEVEL UP WITH LJA

At LJA, we’re 100% employee-owned. This drives results, rewards ambition, and supports long-term success for every team member. With almost 100 locations and 3,000+ employee-owners (and growing), we’re building something big! We want you to be part of it. Your future grows here.

• Comprehensive Benefits: Multiple plan options for health, dental, and pets
• Family Support: Paid maternity and parental leave to help you focus on what matters most
• Education Support: Tuition reimbursement and in-house courses provided by our Learning and Development team
• Referral Bonuses: Know great talent? Get rewarded for helping us grow
• Community Impact: Company-sponsored volunteer days and philanthropic initiatives
• Professional Development: Memberships to industry organizations to keep you connected and growing
• Career Growth: Great internal mobility opportunities to advance your career
• Fun Culture: LJA social events, employee sports teams, bring your kid to work day, and more

To Executive Search Firms & Staffing Agencies: LJA Engineering, Inc. and its subsidiaries do not accept unsolicited resumes from any agencies that have not signed a service agreement. All unsolicited resumes will be considered LJA's property. This includes resumes submitted directly to hiring managers without contacting LJA's Human Resources Talent Department.