Job Description
We are seeking a Document Control Specialist to join our federal team based at our Huntsville, AL location. This role will support the preparation and delivery schedule of submittals to the U.S. Army Corps of Engineers (COE) and other government agencies, helping to ensure that key milestone events are met. Under general supervision and direction from the Document Control Specialist III, the Document Control Specialist II will support the preparation and delivery schedule of submittals to the US Army Corps of Engineers (COE) and other government agencies (Air Force, Defense Information Systems Agency and others), ensuring that milestone and project events are met. Timely submission of these deliverables is critical in meeting monthly invoice and revenue targets across all project regions.
At Johnson Controls, we support our nation’s most critical facilities, the people who occupy them, and the missions they enable. Johnson Controls Federal Systems (JCFS) is a specialized team serving as a trusted partner to the federal government. We help modernize U.S. military installations, Department of Defense and other federal agency facilities to be smarter, more resilient, efficient, sustainable, and secure.
Pay Range: $23.00 - $26.00 per hour
Location: Huntsville, AL office (not a remote/work from home position)
Shift: Day shift, Monday-Friday, 8:00am-5:00pm preferred, but may be open to flexible work hours
Benefits: Eligible for benefits on first day of employment
Vacation: 3 weeks of paid vacation per calendar year (3 floating holidays, 5 sick days, and 10 standard holidays. 6.5 weeks total PTO!)
Travel Required: None, all work is at this location.
As a Document Control Specialist, You Will - Deliverables Review and Processing
- Review technical data packages prepared by Operations and Engineering personnel for CONUS and OCONUS projects. Perform a high-level quality control check of all packages and other submittals (misc., monthly and biweekly requirements) received, and make any necessary, non-content, corrections. Format and revise as appropriate to ensure compliance with contract requirements and internal quality standards.
- Utilize RMS (Resident Management System) and other submittal methods (e-CMS Electronic Construction Management System (Construction Management Platform), email and hard copy deliverables) to create and track government mandated transmittal forms. Perform daily imports/exports in RMS (Resident Management System) to ensure that all technical data submittals are promptly processed, including items tied to billable milestones (via email, DoD Safe, and eCMS).
- Promptly distribute government approval notifications of deliverables to Operations and/or Engineering personnel to allow prompt invoicing of billable milestones. File those documents on SharePoint and maintain hard copy forms for file retention to be filed in the contract/task order files.
- Track resubmittals/rejections for trend analysis by senior operations and engineering managers thru Excel Software.
- Assemble professional grade deliverable packages (hard copy and/or CD) for distribution (delivery and shipment) to contractually required recipients (government and site end-user). Retain in-house copies per internal protocols.
- Track approval status of submitted deliverables and send monthly notices to the government if the review cycle has exceeded 30 days.
- Populate and maintain a centralized CDRL log for multiple IDIQ contracts. This is accomplished via an excel spreadsheet that is share with Operations. In addition, several files are maintained detailing task order points of contact, internal points of contacts, submittal information per Document Control employees, and other reports as need and required. Some of this information is used via MS Teams.
- Post updated templates and procedures to the Federal SharePoint site as required for implementation across all projects.
- Make deliveries to the COE (Corp of Engineers, Redstone Arsenal, AL)
- Interact with government contracting personnel, project managers, and project engineers to resolve any discrepancies within the contract requirements or technical issues with RMS transmissions.
- Generate Starter Packs for each new task order award or modification containing project specific information to include: signed award, budgetary information, CDRLs, templates, and forms to be used in the management of the project. Distribute the starter packs to the assigned Project Manager.
- Prepare RFIs (Request for Information), PoP extensions (Period of Performance extensions) and other contractual documents and submit to the government via email, RMS (Resident Management System) and other electronic methods. Track status until it has been resolved.
- Submit monthly status reports prepared by Project Managers from Procore (Construction Management Platform). Distribute to the government via RMS (Resident Management System), email and other electronic means. Work with PMs to ensure compliance to the Project Schedule Checklist.
- Assist in project closeout upon contract completion.
- Provide additional project support as needed to ensure contractual compliance.
- Enter new project submittal setups into Procore (Construction Management Platform)
- Maintain and file certificates of insurance in Procore.
- Maintain, file and process subcontractor documentation such as release of claims, bonds and insurance.
- Knowledge very heavy in Adobe Acrobat Pro, Procore, RMS (Residential Management System) and Microsoft Office to include Word, Excel, Power Point, One Note and Publisher. See Complete Software List. Adobe and MS Office the most critical.
- Maintain (electronically and manually), file and process subcontractor documentation to include insurance, release of claims, bonds etc.
Required Qualifications
- A degree is preferred but may be substituted for related experience.
- A minimum of two years of experience of project administration support to federal government agencies is desired.
- Must have experience with quality control review of government deliverables.
- The following are required: excellent written and verbal communication skills, including experience in editing written reports; sharp attention to detail; strong initiative and organizational skills; ability to adapt to changing situations and deadlines.
- Successful candidate will have solid competence in Adobe Acrobat Pro, Procore, RMS (Residential Management System) and Microsoft Office to include Word, Excel, Power Point, One Note and Publisher.
Preferred Qualifications
- Knowledge and/or experience working with Procore (Construction Management Platform)
- Experience with project administration support to federal government agencies
- Knowledge and/or experience working with the USACE Resident Management System (RMS)
- Experience working with contracts and subcontractor agreements
Who We Are
At Johnson Controls (NYSE:JCI), we are One Team working collaboratively to create purposeful solutions that make a difference in the world. We are a Fortune 500 company with more than 100,000 employees worldwide offering the world`s largest portfolio of building technology products, solutions and services. As a member of our Federal Systems team, your work matters. We value and recognize your contributions and want to help you succeed. We invest in our employees, provide opportunities for growth and advancement, and foster a culture of inclusion and respect.
To learn more about who we are and what we do, please check out our Take a Take a Journey
Recently, Johnson Controls Has Been Recognized By Several Organizations For Leadership In Environment, Sustainability And Governance, As Well As Innovations In Smart Building Platforms
Recently, Johnson Controls has been recognized by several organizations for leadership in Environment, Sustainability and Governance, as well as innovations in smart building platforms:
- Named to FORTUNE’s “Most Admired Companies” List
- Corporate Knights Global 100 Most Sustainable Corporations in the World
- Named to Forbes Net Zero Leaderslist
- CDP 2023 Climate Change 'A List'
- Ranked 67 on the Drucker Institute’s list of best-managed companies in America
- Forbes Best Employers for Diversity
- Newsweek America’s Greatest Workplaces for Diversity
- Ethisphere 2024 World's Most Ethical Companieslist for the 17th time
- Newsweek America’s Greatest Workplaces for Women in 2024
- Named to Newsweek America’s Greatest Workplaces for Veterans 2024 / 2025listing
- Named to Forbes America’s Best Employers for Veterans 2024
- Named one of the top military friendly employers by military.com.
Johnson Controls is an equal employment opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, protected veteran status, genetic information, sexual orientation, gender identity, status as a qualified individual with a disability, or any other characteristic protected by law. For more information, please view EEO is the Law. If you are an individual with a disability and you require an accommodation during the application process, please visit www.johnsoncontrols.com/careers
Division: JCFS (Johnson Controls Federal Systems)
