Description:Documentation Control Specialist (DCS)Update, maintain, store, and manage project-related documents across all phases of the project lifecycle.Ensure accurate version control and traceability of documents through consistent application of document naming conventions and revision protocols.Maintain configuration control on key project documents, including schedules, change control logs, management plans, risk registers, and work authorization documents.Store and archive data and records systematically for retrieval and audit readiness using approved content/document management systems (e.g., ICMS, SharePoint, Documentum).Support the change control process by ensuring timely and accurate filing of Change Requests, baseline revisions, and configuration management records.Perform routine updates of project management system procedural documentation to reflect current policies, workflows, and stakeholder input.Track document approvals and review cycles; notify stakeholders of pending actions and ensure timely routing for signatures and approvals.Operate software applications based on business/system requirements, with a primary focus on Microsoft Office applications such as Word, Excel, Access, and Outlook.Assist in preparing project documentation packages for formal DOE reviews and external audits.Generate and maintain distribution lists for controlled documents and ensure accurate dissemination of current versions to appropriate personnel.Serve as the point of contact for document-related inquiries, including retrieval, status, formatting, or filing issues.Support the onboarding of new project team members by providing document control system orientation and access to key procedural resources.Conduct periodic document audits to verify accuracy, completeness, and compliance with project standards and regulatory requirements.Enforce document retention policies and support records disposition in accordance with DOE or institutional guidelines.Maintain logs and metadata for key project documents, including approval dates, version numbers, and document owners.Create templates and style guides to ensure consistency in document formatting and structure across the project.Assist with quality assurance checks on outgoing documents to ensure clarity, accuracy, and compliance with formatting standards.Support integration of document control functions with other project systems (e.g., EVMS tools, risk management platforms, scheduling systems).Ensure confidential and sensitive documents are protected in accordance with access control protocols.Collaborate with Project Managers, Control Account Managers, Risk Managers, and Subject Matter Experts to capture and manage documentation throughout the project's evolution. VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status
Description:Documentation Control Specialist (DCS)Update, maintain, store, and manage project-related documents across all phases of the project lifecycle.Ensure accurate version control and traceability of documents through consistent application of document naming conventions and revision protocols.Maintain configuration control on key project documents, including schedules, change control logs, management plans, risk registers, and work authorization documents.Store and archive data and records systematically for retrieval and audit readiness using approved content/document management systems (e.g., ICMS, SharePoint, Documentum).Support the change control process by ensuring timely and accurate filing of Change Requests, baseline revisions, and configuration management records.Perform routine updates of project management system procedural documentation to reflect current policies, workflows, and stakeholder input.Track document approvals and review cycles; notify stakeholders of pending actions and ensure timely routing for signatures and approvals.Operate software applications based on business/system requirements, with a primary focus on Microsoft Office applications such as Word, Excel, Access, and Outlook.Assist in preparing project documentation packages for formal DOE reviews and external audits.Generate and maintain distribution lists for controlled documents and ensure accurate dissemination of current versions to appropriate personnel.Serve as the point of contact for document-related inquiries, including retrieval, status, formatting, or filing issues.Support the onboarding of new project team members by providing document control system orientation and access to key procedural resources.Conduct periodic document audits to verify accuracy, completeness, and compliance with project standards and regulatory requirements.Enforce document retention policies and support records disposition in accordance with DOE or institutional guidelines.Maintain logs and metadata for key project documents, including approval dates, version numbers, and document owners.Create templates and style guides to ensure consistency in document formatting and structure across the project.Assist with quality assurance checks on outgoing documents to ensure clarity, accuracy, and compliance with formatting standards.Support integration of document control functions with other project systems (e.g., EVMS tools, risk management platforms, scheduling systems).Ensure confidential and sensitive documents are protected in accordance with access control protocols.Collaborate with Project Managers, Control Account Managers, Risk Managers, and Subject Matter Experts to capture and manage documentation throughout the project's evolution.
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