Document Control Coordinator (Lake Mary, FL, US, 32746) presso Mitsubishi Power Americas, Inc.

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Mitsubishi Power Americas, Inc. in Lake Mary, FL is seeking a Coordinator, Document Control Level 3.
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COMPANY OVERVIEW

At Mitsubishi Power, we're not just building better clean energy technologies; we're architecting a better future. Our team is boldly redefining power generation to accelerate the world's energy transition. We operate as one team, pushing toward our vision of the future. We value problem solvers, prioritize collaboration, and support each other in an inclusive culture built on accountability and authenticity by demonstrating our values: Safety, Family, Innovative, Inclusive, Accountable & Courageous. Together, we’re building the future we all aspire to – making net zero a reality.

ROLE OVERVIEW

The Document Control Coordinator will compile and maintain document revision and transmittal records and related files. This position is responsible for information exchange between Mitsubishi Power and Client/Vendor using document management software or using the customer provided document management system. The Document Control Coordinator will assist all personnel with the use of the document management system and also carry out general administrative functions for the Engineering department.

KEY RESPONSIBILITIES

• Provide assistance to all Engineering Groups in relation to engineering, customer and vendor document control activities and help users with any questions related to the use of the document management software.
• Generate Document Transmittals and issue/distribute documents for Client review/approval. Ensure recipient acknowledgement and stakeholders are informed of submission status.
• Monitor the flow of documents and official comments, highlight areas of concern to immediate supervisor and resolve the issues immediately.
• Input document metadata into the document control system accurately and efficiently.
• Improve the visibility of documentation submitted and processed on time in accordance with project schedules.
• Monitor and conduct audits and quality control checks to ensure data integrity is accurate.
• Ensure all project correspondence is filed correctly.
• Organize document filing and retrieval in accordance with Engineering procedures.
• Generate required reports on a defined schedule or as and when required.
• Participate in training sessions for new team members on document control processes and tools.
• Plot/print documents from document management system as and when required.
• Scan documents, add to document management system and add metadata as and when required.
• Help users with converting documents to PDF and TIFF formats.
• Manage the lifecycle of project documents, including revisions, approvals, and distribution.
• Maintain and update the document control system, ensuring compliance with company standards.
• Continuously assess processes for improvements and automate data flows wherever possible.
• Liaise with engineering, project management, and quality assurance teams to ensure document requirements are met.
• Oversee document control activities for multiple projects, ensuring adherence to timelines and quality standards.
• Develop and deliver training materials for document control processes to staff at all levels.
• Ensure all documentation complies with relevant regulations and industry standards (e.g., ISO, ASME).
• Act as the primary contact for external audits and reviews related to document control.
• Generate standard specification templates. Help users save and modify these templates to suit job specific requirements.
• Take ownership for maintenance, improvements, and training all business stakeholders on specific Document Control systems.
• Mentor junior team members, providing guidance and support in document control best practices.

OTHER DUTIES & RESPONSIBILITIES

• Stay up to date on automation tools to improve accuracy and efficiency of data transfers within document control processes.
• Apply best practices of industry standards in records and information management and related disciplines to design and implement improvement in the effectiveness and efficiency of the MHPSA Records Management Program.
• Participate in proactive team efforts to achieve departmental and company goals.
• Comply with all safety policies, practices and procedures reporting all unsafe activities to Management and/or Human Resources.
• Protect confidential information by not communicating, disclosing to, or using for benefit of third parties.
• Perform such other duties as may be required.

KNOWLEDGE, SKILLS & EDUCATION

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Education and/or Experience: Minimum of Associates Degree in Business or Technical Discipline (e.g., Engineering, Computer Science) from an accredited two-year institution of learning and at least 5 years experience and/or training in business process improvement or document management system automation; or equivalent combination of education and experience.
• Language Skills: Ability to write reports and business correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Mathematical Skills: Ability to work with mathematical concepts to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
• Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Must be able to multi-task, prioritize and delegate tasks readily.
• Computer Skills: Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) software and Document Management software. Knowledge of Microsoft 365 Power Platform (Power Automate, Power Apps, PowerBI, SmartSheet, SharePoint, etc.).

PHYSICAL DEMANDS & WORK ENVIRONMENT

Regularly required to stand, walk, talk and/or hear. Frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. The noise level in the work environment is usually loud. Eye and Hearing protection may be recommended and/or required in some areas.

WHY SHOULD YOU APPLY?

• Excellent Benefits (Medical, Dental, Vision & 401K Matching)
• Excellent development programs and advancement opportunities
• Tuition reimbursement and on-the-job training
• Paid vacation, sick time, and holidays
• Committed to quality products and services
• Great working environment and culture
• Employee Appreciation Programs and Events

EEO STATEMENT

Mitsubishi Power Americas, Inc. is an Equal Employment Opportunity (EEO) employer actively seeking to diversify the workforce and is committed to a policy of equal employment opportunity. Therefore, all qualified applicants regardless of race, color, religion, gender, sexual orientation, gender identity, national origin, disability, veteran status, or any other legally recognized protected basis under applicable law, are strongly encouraged to apply.