Document Indexing Jobs in California (NOW HIRING)

POTENTIAL FUTURE OPPORTUNITY!!!  LENAX is always accepting applications from qualified individuals for upcoming openings.  By completing the application process, your qualifications will be evaluated for positions as they become available, and you will be contacted if being considered for a new opportunity.  We anticipate this new opportunity to become available towards the end of 2026.  This will be a Full-time, Regular, onsite-only, San Bernardino County-Based Position.  When the position becomes available, this position description will be updated accordingly, with the compensation (rate/range) and any additional position specifics.  And, please note, LENAX Does Not Pay for Relocation or Travel Expenses for Interviews or if selected for a position.  Candidates selected to move forward in the interview process must be available to interview within 48 - 72 hours' notification.

About Lenax Construction Services, Inc.

Since its inception in 1993, Lenax Construction Services, Inc. (LENAX) has provided quality construction services and project controls to a diverse range of engineering, design, and construction firms.  LENAX services a broad range of markets, including airports, transportation, industrial, correctional, universities, and marine.  LENAX is a goal-oriented and customer-driven independent consulting business, aimed at adding value and strength to our clients' program teams by providing expertise in current pricing and economic trends, while utilizing the most up to date means and methods in the construction and design industries.

LENAX is looking for a Document Control Administrator (Level V).  The successful candidate will have demonstrated experience with complex, multi-phase, multi-million-dollar design and construction projects. The Document Control Administrator will process, distribute, and archive all project related documentation received and sent using large-scale document management software such as PMWeb or Prolog Manager. They will maintain electronic and hard copy files using the centralized filing system. Document Control Support encompasses both electronic and hard copy distribution and filing.

Key Identifiers for the Position:

• Must have 15+ years' experience with document processing and data management.
• Document processing experience for large, public agency CIP Programs preferred.
• Previous experience managing a Document Control effort for a large-scale, multi-billion-dollar public-sector construction project is highly desirable.
• Proficient in Microsoft Office Suite of software, as well as Adobe Acrobat.
• Demonstrated experience with large-scale Document Control Software such as PMWeb, Prolog or Documentum, strongly preferred, as well as experience with Document Control hardware and software such as scanners and OCR systems.

Essential Job Duties- The Document Control Administrator's duties include, but are not limited to the following:

• The control, scanning, indexing, linking, hardcopy filing and distribution of documents in the PMIS system. This includes internal to planning group and external to project participants distribution of correspondence, technical submittals, project reports, Requests for Information, and contract plans and specifications.
• Prepare transmittals, distribute documents using the PMIS system, and retrieve documents through PMIS software.
• Must be highly organized and detail oriented.
• Must be a proactive, self-starter, with a results-oriented focus.
• Must be sensitive to time deadlines, ensure that work is accomplished in the time frames required, and must be flexible and able to readily adapt to changing priorities.
• May be designated as a lead Document Control Technician on a project or element.
• May be assigned training duties to train new staff on document controls procedures.

Other Required Duties

• Assist the Project Manager, the Construction Manager, and the Project Team in all matters relative to project documents and the control and distribution of documents in the PMIS system.
• Process project documents and maintain document control files in accordance with project document control procedures. Document Control Support encompasses both electronic and hard copy distribution and filing.
• Responsibilities include establishing and maintaining files; receiving, indexing, and scan documents into the PMIS software. Types of project documents include correspondence, field memos, submittals, pay requests, drawing log, safety notices, RFIs, and photos.
• Responsible for he control, scanning, indexing, linking and distribution of documents in the PMIS system--this includes internal to the owner/client's development group and external to project participants distribution of correspondence, technical submittals, project reports, Requests for Information, and contract plans and specifications. Create binders, create labels, and organize and file contract documents.

Job Qualifications- To effectively perform the essential functions of the job, candidates must meet the following position specifications:

Education/Training

• A two-year, technical degree is strongly preferred.
• Coursework in Construction Management is a plus.

Registrations/Certifications

• Certifications for document control professionals are highly desirable.

Professional Experience Level/Other Qualifications

• Must have 15+ years of experience with document processing and data management.  Document processing experience with a public agency employer or owner/client is preferred.
• Previous experience managing a Document Control effort for a large-scale, billion-dollar construction project required. Experience on a large-scale, billion-dollar public-sector construction project highly desirable.
• Previous experience in a construction environment is highly desirable.
• Must have a self-starter attitude with proactive, results-oriented focus; and, willing and capable of assuming additional responsibilities.
• Proven accuracy, reliability, and completeness in job accomplishment. Demonstrated success on the job, as evidenced by satisfactory performance, acceptance of responsibility, and growth in previous positions.
• Effective oral and written communication skills.
• Must be able to interface with a variety of people with different technical levels and educational backgrounds; must be detail-oriented and highly organized; and must be able to produce accurate and timely results while maintaining a positive customer-service attitude.
• Must possess a "can-do" attitude: able to produce consistently accurate results at a fast pace.
• Must be able to occasionally wrap, lift, and move boxes/packages of up-to-40-pounds.

Hardware/Software Knowledge & Proficiency

• Mastery of Microsoft Office Suite and Adobe Acrobat Professional required.
• Demonstrated experience with large-scale construction management, Document Control software-PMWeb, Prolog, Procore, and/or Documentum is highly desirable.
• Demonstrated experience with routine Document Control hardware and software, such as scanners and optical character recognition systems.

Other

• May assume other duties as required/needed.
• Maybe required to work past regular work shift, if needed.
• Maybe required to work various shifts as needed.

Please take note of the following:

This is not a remote position.  If a "hybrid" schedule is made available, it must be approved by one's supervisor. As this would be an "option" and a benefit.  And given that a complete workstation will be available at the worksite, no workstation items will be provided to those taking advantage of this benefit.  The hybrid/telework schedule is not required.

The compensation for this position will be posted when the position specifics are known and the position "opens."  Compensation will be based upon qualifications in meeting-to-exceeding position-specific requirements.  A list of previous projects supported will be required if you have not submitted a project-based resume.

LENAX employees enjoy a competitive compensation and benefits package, including but not limited to:

• Three (3) weeks (120 hours) Paid Time Off (PTO)
• Eight (8) Company-Paid Holidays
• A wide selection of medical plans and with a generous employer base plan--HMO, PPO, HSA/EPO options available; Dental, Vision, and Chiropractic/Acupuncture benefits
• 401-k Retirement Savings Plan with employer matching
• Educational Assistance
• Professional Development
• Rewards & Recognition
• Employee Assistance Program for Work/Life Balance
• Discounts to theme parks, on products and services, including wellness & lifestyle support

Lenax Construction Services is a Drug-free Workplace and an Equal Opportunity Employer