Mitsubishi Power Americas, Inc. in Lake Mary, Florida is looking for a Document Control Coordinator. Hybrid Schedule (3 days a week in the office).
SUMMARY
The Document Control Coordinator will compile and maintain document revision and transmittal records and related files. This position is responsible for information exchange between Mitsubishi Power and Client/Vendor using document management software or using the customer provided document management system. The Document Control Coordinator will assist all personnel with the use of the document management system and also carry out general administrative functions for the Engineering department.
ESSENTIAL DUTIES & RESPONSIBILITIES
- Provide assistance to all Engineering Groups in relation to engineering, customer and vendor document control activities and help users with any questions related to the use of the document management software.
- Generate Document Transmittals and issue/distribute documents for Client review/approval. Ensure recipient acknowledgement and stakeholders are informed of submission status.
- Monitor the flow of documents and official comments, highlight areas of concern to immediate supervisor and resolve the issues immediately.
- Continuously assess processes for improvements and automate data flows wherever possible.
- Generate standard specification templates and also help users save and modify these templates to suit job specific requirements.
- Improve the visibility of documentation submitted and processed on time in accordance with project schedules.
- Monitor and conduct audits and quality control checks to ensure data integrity is accurate.
- Ensure all project correspondence is filed correctly.
- Organize document filing and retrieval in accordance with Engineering procedures.
- Generate required reports on a defined schedule or as and when required.
- Plot/print documents from document management system as and when required.
- Scan documents, add to document management system and add metadata as and when required.
- Help users with converting documents to pdf and tiff formats.
OTHER DUTIES & RESPONSIBILITIES
- Stay up to date on automation tools to improve accuracy and efficiency of data transfers within document control processes.
- Apply best practices of industry standards in records and information management and related disciplines to design and implement improvement in the effectiveness and efficiency of the Mitsubishi Power Records Management Program.
- Participate in proactive team efforts to achieve departmental and company goals.
- Comply with all safety policies, practices and procedures reporting all unsafe activities to Management and/or Human Resources.
- Protect confidential information by not communicating, disclosing to, or using for benefit of 3rd parties.
- Perform such other duties as may be required.
KNOWLEDGE, SKILLS & EDUCATION
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Education and/or Experience: Minimum of associate’s degree in business or Technical Discipline e.g. Engineering, Computer Science, from an accredited two-year institution of learning or at least two (2) years’ experience and/or training in business process improvement or document management system automation; or equivalent combination of education and experience.
- Language Skills: Ability to write reports and business correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
- Mathematical Skills: Ability to work with mathematical concepts to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
- Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Must be able to multi-task, prioritize and delegate tasks readily.
- Computer Skills: Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) software and Document Management software required. Knowledge of Microsoft 365 Power Platform preferred (e.g. Power Automate, Power Apps, PowerBI, Smartsheet, SharePoint, etc.).
PHYSICAL DEMANDS & WORK ENVIRONMENT
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Regularly required to stand, walk, talk and/or hear. Frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
WHY SHOULD YOU APPLY?
- Excellent Benefits (Medical, Dental, Vision & 401K Matching).
- Excellent growth and advancement opportunities.
- Tuition reimbursement and on-the-job training.
- Paid vacation, sick time and holidays.
- Committed to quality products and services.
- Great working environment and culture.
- Employee Appreciation Programs and Events.
Mitsubishi is an Equal Employment Opportunity (EEO) employer actively seeking to diversify the workforce and is committed to a policy of equal employment opportunity. Therefore, all qualified applicants regardless of race, color, religion, gender, sexual orientation, gender identity, national origin, disability, veteran status or any other legally recognized protected basis under applicable law, are strongly encouraged to apply.
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