Documentation Specialist

Documentation Specialist

Documentation Specialist

Location: South San Francisco, CA 94080 (Hybrid)

Work Arrangement: This is not a fully remote position. Candidates are expected to work on-site at the South San Francisco campus a minimum of 3 days per week.

About the Role

The Documentation Specialist will support document control, records management, and project administration activities for engineering and construction projects. This role is responsible for ensuring compliance with internal procedures, engineering standards, and corporate records management requirements while supporting project teams throughout the document lifecycle.

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Key Responsibilities

• Ensure activities comply with internal procedures, engineering standards, and Corporate Records Document Management (COREMAP).
• Support project handover activities within Autodesk Forma (formerly Autodesk Construction Cloud).
• Serve as an Autodesk Forma Project Administrator by creating project spaces, managing memberships, permissions, and approval workflows.
• Collaborate with project teams to ensure timely handover of engineering project content within Turn Over Packages (TOP).
• Establish record deliverables and documentation standards with project teams.
• Provide drawing, document, and equipment tag numbers.
• Provide native drawing files to customers upon request.
• Manage printing and scanning requests and ensure large-format printers remain operational.
• Upload records and documents into electronic repositories.
• Archive paper documentation to off-site storage locations.
• Deliver training on Records Management policies, procedures, and standards.
• Respond to requests from regulatory agencies.

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Department Overview

This position supports the Documentation Services Department at the South San Francisco campus, specifically within the Records Management team. The team provides life-cycle management of physical and electronic records, ensuring compliance and supporting Right to Operate.

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The role focuses on managing engineering records requested by internal and external stakeholders, reviewing documentation submitted by Design, Construction, and Campus Development teams, and supporting project administration activities within Autodesk Forma.

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Required Qualifications

• High School Diploma required.
• College coursework or technical education preferred.
• Background in Engineering, Construction, Document Control, Records Management, or related fields is a plus.
• 0-5 years of relevant experience.
• Strong attention to detail and organizational skills.
• Proficiency with technology, database searches, and electronic document management.
• Experience working with PDF, Microsoft Word, Excel, and other file formats.
• Ability to multitask and manage competing priorities effectively.
• Strong communication skills and willingness to ask questions or raise concerns when needed.
• Excellent problem-solving abilities.
• Knowledge of industry best practices.

Preferred Qualifications

• Experience with corporate document control or records management.
• Experience using Autodesk Forma (formerly Autodesk Construction Cloud) or similar construction project management platforms.
• Familiarity with document lifecycle management processes.

Additional Information

• Experience in a regulated environment is not required.
• Training will be provided on applicable compliance and records management requirements.
• Candidates should understand or be willing to learn ALCOA principles: Attributable, Legible, Contemporaneous, Original, and Accurate.
• Candidates with document control or records management experience are encouraged to apply.

Interview Process

• One Virtual Interview

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