Job Description

Are you a Document Controller  who is looking to join one of the top companies within the Rail Transportation industry?

Are you looking to further your career and grow? 

Do you have experience in document control/project documentation?

If you answered yes to those three questions, then today!

Acara Solutions is seeking highly qualified candidates to work onsite  with our client in West Henrietta, NY. Interested?

Here's what you'd do:  

• The contractor will be responsible for managing all documentation workflows for new projects.
• Document Control & Submittals
  1. Create and manage placeholder requests
  2. Prepare submittal packages, including cover letters
  3. Ensure correct file naming and versioning
  4. Upload to internal and external SharePoint sites/customer portal as needed.
  5. Coordinate email submissions and archiving
  6. Track/log Customer Responses on all submissions
• Proofreading & Approval Verification
  1. Participate in proofreading cycles for all documents
  2. Ensure adherence to templates and formatting standards
  3. Prior to submission, verify that each document has been completed:
  4. At least one proofreading cycle
  5. A full approval cycle within the EDMS tool
  6. Flag and resolve any discrepancies prior to submission
• RFI Management
  1. Prepare and submit RFIs
  2. Track responses and update logs
  3. Coordinate with engineering teams
• Correspondence
  1. Format and submit letters
  2. Maintain correspondence logs
  3. Ensure timely communication with stakeholders
• Project Tracker Maintenance
  1. Contractor must keep the Project Tracker up to date
  2. DML (Document Master List) Tab: Track document status, submission history, and customer responses
  3. RFI Tab: Input RFI details, response dates, and status
  4. COMM Tab: Maintain incoming & outgoing correspondence records
  5. FMI Tab: Track Field Modification Instructions
• KPI Monitoring & Reporting
  1. Generate monthly reports on:
  2. Submittal turnaround times
  3. RFI response rates
  4. Identify bottlenecks and recommend process improvements
• SharePoint & EDMS Oversight
  1. Create placeholders and manage permissions
  2. Maintain version control and audit trails
  3. Ensure compliance with naming conventions
• Deliverables
  1. Submittal packages (PDFs, cover letters)
  2. Updated project tracker entries
  3. Monthly KPI reports
  4. Final document archive

Here's what you'll get: 

• Hours: 40 Hours/Week Monday - Friday 9am -5pm
• Length: 12 Month Contract (Potential to convert)
• Hybrid work schedule (3 days in office, 2 days home)

Sound like a good fit? 

TODAY 

About Acara Solutions

Acara is a premier provider of recruiting and workforce solutions, and we help companies compete for talent. With a legacy of needs in various industries worldwide, we partner with clients, listen to them, and customize visionary talent solutions that drive desired business outcomes. We leverage decades of experience to deliver contingent staffing, direct placement, executive search, and workforce services worldwide.

Job Requirements

Required Skills / Qualifications:

• High School Diploma or GED
• Minimum of 5 years of experience in document control/project documentation

Preferred Skills / Qualifications:

• Experience in infrastructure or rail projects 
• Proficiency in Microsoft suite (e.g. Excel, Word, PowerPoint)
• Strong organisational and communication skills, keen attention to detail.

Additional Information :

• Upon offer of employment, the individual will be subject to a background check and a drug screen.
• In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. 

Aleron companies (Acara Solutions, Aleron Shared Resources, Broadleaf Results, Lume Strategies, TalentRise, Viaduct) are an Equal Opportunity Employer. Race/Color/Gender/Religion/National Origin/Disability/Veteran.

Applicants for this position must be legally authorized to work in the United States. This position does not meet the employment requirements for individuals with F-1 OPT STEM work authorization status.

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