Document Controls Specialist
Bureau Veritas Group
JOB DESCRIPTION
TITLE: DOCUMENT CONTROLS SPECIALIST
This job description generally describes the work of people in this job title. It may not be a complete list of duties and responsibilities.
POSITIONS DIRECTLY SUPERVISED: None
GENERAL SUMMARY
Under the general direction of the Construction Permit Manager, provides support to Code staff, plans examiners, inspectors, contractors and developers by assisting with construction permit information,
forms and processes related to code plan reviews and inspections. Assists contract staff to assist with scheduling and communication necessary for the proper enforcement of all department codes, policies, and regulations. Point of contact for all submittals and permit applications, resubmittals and Certificates of Occupancy. Coordinates with management staff the weekly and monthly reports to ensure all necessary steps are met for the issuance of construction permits and Certificates of Occupancy.
PRINCIPAL DUTIES AND RESPONSIBILITIES
1. Receives and processes all permit submittals and applications such as Building Permits,
Miscellaneous Trades Permits and Certificate of Occupancy by electronic means (Energov) and ensures all information is correct.
2. Assists Contract Staff and the permit process to expedite permit applications and oversees scheduling required inspections.
3. Tracks all permits and monitors through the entire permitting process including expediting the review process by following up with code and stakeholder reviewers to ensure that permits are not delayed.
4. Consults with Assistant Vice President, Senior Construction Facilitation Manager, Senior
Inspectors, Senior Civil and Traffic Engineer, to expedite the review of special projects and to identify instances where review schedules are not being met by review team.
5. Coordinates with Senior Inspector, Senior Civil and Traffic Engineer, and Senior Construction Facilitation Manager to ensure all necessary reviews, inspections and approvals have been obtained for all construction permits and Certificates of Occupancy prior to forwarding to the AVP of Code, Construction and Survey for signature.
6. Assists the AVP by providing regular status briefings and reports on the projects currently under review, permit turnaround times and general operational updates.
7. Tracks all plan review and inspection comments using excel spreadsheets. Makes suggestions, when requested, on any needed operational or procedural improvements.
8. Oversees scheduled inspections to ensure the appropriate discipline after contractor submission requests.
9. Serves as point of contact for Code, Construction and Survey and receives and provides
assistance to customers, employees and other department visitors; places and receives
telephone calls to furnish and obtain construction permit related and routine information.
PRINCIPAL DUTIES AND RESPONSIBILITIES (Cont.)
10. Performs related administrative duties such as copying, answering and making phone calls, emailing correspondence and documents, maintaining and uploading documents into a permit tracking software system, maintains appointment schedules, maintains departmental library, and other administrative duties as necessary.
11. Maintains an electronic file system of proposal drawings, construction drawings, specifications, sign installations, presentations and site inspection photographs.
12. Compiles, prepares and maintains a variety of reports, both manually or automatically, using permitting software, and associated report writer that may include Airspace Studies, Road- STOP reports and preconstruction meetings minutes.
MINIMUM REQUIREMENTS
Completion of high school curriculum or equivalent.
Two (2) years of administrative or customer service experience.
Any equivalent combination of education and/or experience may be substituted for the above.
Possession of a valid Class C driver’s license.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of business English, arithmetic, spelling and vocabulary.
Skill in the operation of modern office equipment, including word processing and spreadsheet software.
Skill in typing at the speed of 50 words per minute.
Skill in the operation of standard office machines.
Ability to provide write and provide reports.
Ability to perform intermediate mathematical calculations involving fractions, decimals and percentages.
Ability to compose routine correspondence using good business vocabulary and proper
grammar and construction.
Ability to establish and maintain effective and harmonious internal and external working relationships.
SPECIAL REQUIREMENT
Must obtain a Security Identification Display Area (SIDA) Airport Identification/Access Badge (badge) in accordance with Department of Homeland Security Transportation Security Administration (TSA) requirements in Chapter 49 of the Code of Federal Regulations Part 1500 et. Al. and DFW Airport’s Airport Security Program within thirty (30) days from date of employment and maintain qualification for a SIDA badge upon each badge renewal
DESIRABLE
Certification from the International Code Council (ICC) as a Permit Technician.
Knowledge of construction permits application processes and software.
EFFORT
Works in an office environment.
Sits for extended periods of time.
Uses near-visual acuity in proofreading typed assignments.
Uses keyboard devices and a computer monitor.
Exchanges information by telephone and in person.
