Document Control Assistant

Description:

Advance Testing Company, Inc. is currently seeking a full-time Training Program & Document Control Coordinator to work at our main location in Campbell Hall, NY.

Advance Testing Company, an established New York-based construction materials testing and inspection firm, has an immediate opening for an Operations Coordinator/Document Control Assistant. For over 35 years, Advance Testing has been providing the construction industry with the highest level of aggregate, soil, concrete, asphalt, and steel inspection services throughout the Eastern United States. Typical construction project types include highways, bridges, commercial buildings, airports, tunnels, fabrication plants, material production facilities, government and military sites, and schools.

A Training Program & Document Control Coordinator is responsible for managing all training program logistics, including the schedule, materials, and certifications for employees. Their duties include speaking with key members of internal departments and HR personnel to determine training needs, coordinate the training, track the process, and review the reports associated with the training courses. As part of the Document Control department, responsibilities will also include assisting in tracking, reviewing, and approving internal department reports, obtaining specifications and drawings, and control the document flow, into and out of, Advance Testing Company.

Document Control Coordinator – RESPONSIBILITIES

• Coordinate the scheduling, and tracking the progress, of all new hires and current employees through all planned training and certifications.
• Maintain technician certification status and renewals. Work w/ operations staff to ensure timely recertification of technicians in required discipline.
• Maintain certification and training files for all employees.
• Field reports are collected daily and checked against the computer printout of scheduled work from the previous day. Any missing reports are tracked down and collected (while keeping a record of technicians who are late handing in reports for personal history). Scan/file hardcopy reports.
• Technicians who submit incomplete and/or unacceptable field reports must be notified and informed of correct reporting requirements (Keep record of repeaters for personal history).
• Specifications must be obtained and retained in an orderly fashion, available for review and retrieval when needed. Specifications must be applied to reports accurately and must be entered in project database for the field technicians’ utilization. Proper specification must be applied to laboratory testing and reports, clearly stating compliance or lack thereof.
• At the onset of new/upcoming projects, contact with the client shall be initiated to obtain specifications, execute contract agreements, special instructions, directions to the project, and mailing and billing addresses. This information will be put into the computer in conjunction with marketing, billing, and scheduling personnel.
• Tracking of technician hours to monitor and act upon those individuals being paid for non-billable time. This process will be conducted in conjunction with billing and scheduling personnel.
• Answer client requests for revised reports, reports not received, etc. Answer technicians for when they have field/inspection questions/concerns.

Document Control Coordinator – QUALIFICATIONS

• High school diploma or equivalent
• Proficient with Microsoft Office Suite or related software
• Must be detailed oriented, organized and can prioritize
• Ability to work independently as well as a strong team member
• Excellent communication skills
• Able to work in a fast paced environment
• Ability to clearly communicate with field technicians, supervisors, clients and other team members
• Requires a valid, clean driver’s license

Document Control Coordinator – COMPETITIVE SALARY AND BENEFITS PACKAGE

• Overtime offered at time and a half
• Comprehensive group medical insurance, including health, prescription, dental, vision
• Flexible spending accounts for medical expenses and dependent care
• Company paid offset to out of pocket health insurance and prescription costs
• Opportunities for professional growth and advancement
• Paid time off and sick days
• Company–observed paid holidays
• Paid training and certification
• AFLAC Plans including short and long-term disability coverage, life insurance, et al.
• 401(k) Retirement Savings Plan

We are an equal opportunity/affirmative action employer, and highly encourage resumes from all interested parties including women, minorities, veterans and persons with disabilities. All qualified applicants will be afforded equal employment opportunities without discrimination on the basis of race, creed, color, national origin, sex, age, disability, marital status, or any other protected class.

Advance Testing Company, Inc. participates in the USCIS E-Verify Program to verify that all new hires are authorized to work in the United States.

Requirements: