Document Specialist (environmental engineering)

Brown and Caldwell is an environmental engineering and construction services firm. The Document Specialist provides document formatting, production, proofreading, technical editing, PDF creation, accessibility, and final-review support for technical and client deliverables while collaborating with engineers, project managers, and document professionals.

Responsibilities:

• Ensure quality deliverables by adhering to company style guide or client specific requirements
• Develop and maintain company templates, ensuring that all document formatting tasks are aligned and that they foster uniformity across BC documents
• Perform readability reviews and provide necessary editing to documents that ensures a smooth flow of content
• Ensure compliance with BC document standards at all times
• Lead and coordinate the final document reviews to ensure consistent, accurate, and high-quality documents
• Flexibility to adapt and execute various additional assignments based on evolving needs
• Collaborate and provide support with different teams to gather the information needed for document related projects and initiatives
• Collaborate with engineers and project managers to gather document requirements and understanding of the required scope of work
• Develop customized Word templates tailored to the unique needs of clients and specific projects, ensuring that BC teams have consistent, professional, and user-friendly documents that enhance productivity and maintain brand standards
• Assist and apply BC template styles and guidelines to letter correspondence, tech memos, reports, design documents, and marketing materials
• Check word spacing and spell check
• Format Section Titles/Header/Footers
• Update or create Table of Contents
• Verify word spacing meets template guidelines
• Ensure proper pagination and page numbers are correct
• Verify Figures and table numbering and captions are correct
• Maintain document legal limitations
• Track and manage document version control, ensuring that the most current version of each document is available
• Ensure all documents are stored securely and easily accessible
• Facilitate communication between departments regarding document updates
• Review entire document for punctuation capitalization, and grammatical issues
• Check abbreviations and generate or update abbreviations list
• Check sums in tables
• Check tables/figures (captions/titles) and table/figure are cross-referenced in text
• Check citations to references and cross-references to appendices/attachments
• Provide a reasonable level of fact checking and review for consistent/correct use of names/terminology
• Ensure parallel bullet/sentence/paragraph/ document structure and clear organization of content
• Address organizational issues and restructure/rearrange paragraphs where appropriate
• Address inconsistencies in terminology, voice, and tone
• Rewrite where necessary for clarity
• Address structural changes, and transitions
• Create and compile document(s) into a PDF format using Adobe or BlueBeam software
• Create PDF bookmarks as required to meet the project specifications
• May provide mentorship, guidance, support, and knowledge-sharing to help less experienced team members develop their skills and grow within their roles

Requirements:

• Remote work is available. The selected candidate must be located in the Mountain or Pacific time zone, preferably within commuting distance of a BC office
• Advanced knowledge and proficiency in the Microsoft Office Suite (e.g., Microsoft Word) and PDF software (i.e., Adobe or Bluebeam)
• Excellent attention to detail
• Strong communication and interpersonal skills
• In-depth understanding of document formatting and using style guides
• Capability to efficiently manage tasks autonomously while also excelling in collaborative environments, contributing effectively to team goals and fostering a cooperative and productive atmosphere
• Proven strong aptitude for quickly mastering new software applications and documenting procedures, ensuring alignment with BC's evolving programs and guidelines to maintain up-to-date and compliant operations
• Knowledge of Document Accessibility compliance for document styles and formatting
• Knowledge and ability to use Digital Signature Support (i.e., Global Sign or DocuSign)
• Typically, a minimum of 4 years related work experience
• Advanced proficiency in Microsoft Word, including styles, section breaks, headers and footers, tables of contents, cross-references, captions, pagination, and complex document formatting
• Experience formatting technical reports, technical memoranda, design documents, specifications, or other complex client deliverables
• Experience applying corporate, client-specific, or industry style guides and document templates
• Experience developing, modifying, and troubleshooting Microsoft Word templates
• Proficiency with Adobe Acrobat Pro, Bluebeam Revu, or similar PDF software, including document compilation, bookmarks, navigation, and final-document quality review
• Experience managing multiple document assignments, shifting priorities, and deadline-driven deliverables in a collaborative environment
• Working knowledge of proofreading, grammar, editing conventions, and document readability
• Technical editing experience, training, or certification
• Knowledge of accessible document practices, including applying accessible styles and formatting in Microsoft Word and PDF documents
• Experience with document version control, file organization, digital signatures, and secure document-management practices
• Experience supporting engineering, architecture, construction, environmental consulting, or another technical professional-services environment
• Microsoft Office certification, technical editing certificate, accessible document certification, template-design training, or comparable professional development
• High school diploma or equivalent
• Technical Editing Certificate or other directly related experience
• Microsoft Office Certification
• Template Design Training or other directly related experience
• May have Accessible Document Certification (WebAim or other certified organization certificate)