We challenge what is accepted, so we can shape innovative and lasting solutions for tomorrow. If you're interested in a long and rewarding career working with the #1 ranked most admired engineering and construction management company in the world, then Jacobs is where you belong. We are looking for a driven and curious Document Control Professional in Puerto Rico, to support our Program Management Team.
As a key member of our Puerto Rico program support team, you will provide managerial support to the Program Document Management Team and related processes. Also, you will provide general accounting and invoicing administrative support while performing routine activities under general supervision and within defined procedures. You will also have regular contact with clients, suppliers, or company staff engineers, managers, and administrative employees outside the immediate work area to exchange essential project-related information.
Here's what you will be doing:
• Controlling the gathering, distribution, access, and formatting of program management records and documents in accordance with the established quality control procedures, preestablished workflow deadlines, and instituted organization requirements and guidelines. Upon receipt of any document, the Document Control Specialist will review it for completeness, clarity, approvals requirements, and release authorization. The Document Control Specialist then enters the document into the document control system per established processes.
• Monitoring program business service deliverables to ensure that all transmitted documents have been received according to scheduling deadlines and to ensure that documents requiring response are returned in a timely manner, per Task Order or PO requirements. This will entail direct communication with all entities and staff involved in the Program Management Team.
• Processing revisions to controlled program business service documents in the same manner as the original documents and superseded documents, if retained, are identified as such. A consistent naming convention has been established in the program document plan and will be maintained to ensure accuracy and expedient retrieval. Any hard copies that exist shall be classified/tagged exactly as their electronic counterparts.
• Tracking and providing general maintenance of the daily traffic of program business service documents and communications. This includes general project correspondence, project reporting, implementation of the procurement and invoicing management plans, and maintaining the overall quality and completeness of all associated electronic filing systems.
• Providing technical support to the Program Management Team regarding the systems used to manage project information, including the overall functionality of the document control system.
• Bachelor is highly desirable but not required
• Minimum 2 years' experience with project / program document management systems.
• Working knowledge of SharePoint is required
• Capable of extreme attention to detail
• Bilingual (Spanish / English) is required
• Experience in Invoicing and/or in an accounting/finance department
• Verify and investigate discrepancies, if any, by reconciling vendor accounts and monthly vendor statements
• Generate reports detailing accounts payables status.
• Proficiency with Microsoft Office, especially with Excel
• Experience in Adobe or alike systems.
• Excellent communication and organizational skills. Candidate must adapt to a fast pace working environment where communication and organization are the keys to success.
Ideally, You'll Also Have:
• Strong interpersonal relationship skills
• Experience with database or in SharePoint like software's
• Problem-solving skills to gather relevant information to solve vaguely defined practical problems.
• Ability to work independently or in a team environment as needed.
• Experience in Oracle or other accounting system.
• High degree of accuracy and attention to detail.
• Been able to handle high volume of documentation to ensure transactional compliance with client policies and requirements.
Jacobs is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law. Learn more about your rights under Federal EEO laws and supplemental language.