Full job description

Document Controller to handle the intake, management, and storage of our company’s documents. In this role, you will be required to review, process, and file documentation as well as manage the smooth running of all our documentation operations.

To ensure success as a document controller you should be up to date with document management processes and have a detail-oriented mindset.

• Review document control procedures for continuous improvement and make necessary adjustments to match current business needs and industry best practices.
• Digitize hard copy documents and file them in the appropriate electronic systems so they’re easily accessible to appropriate groups, regardless of their location.
• Perform quality checks on incoming documents to ensure accuracy, completeness, and adherence to established standards and guidelines.
• Oversee the day-to-day management of electronic documents, including the creation, naming, distribution, tracking, and filing of project documents.
• Take ownership of the document control mailbox and act as the main point of contact for all document control related inquiries.
• Prepare outgoing submittal packages accompanied by a document transmittal that will be tracked and monitored.
• Maintain an accurate and up-to-date version control system for all engineering drawings, ensuring that the latest revisions are accessible to relevant stakeholders while superseded versions are securely archived.
• On-going maintenance and review of our electronic document management system (EDMS) and document registries for accuracy.
• Track controlled document revisions and changes, follow up on review comments, and manage the document approval process while adhering to change management protocols.
• Notify personnel of updated document versions and how to access them
• Collaborate closely with project teams, engineers, contractors, and other stakeholders to streamline document workflows and resolve document-related issues promptly.
• Develop Master Document Templates for common document types that include revision history, standard verbiage, and approved company branding.
• Provide guidance and training on how to perform document management procedures and processes.
• Regularly provide reports on document status, progress updates, document review cycles, and distribution logs for management teams and other relevant parties.

Requirements and Skills

• Strong understanding of document control procedures, standards, and best practices
• Competent in Microsoft Word and Excel
• Knowledgeable in Adobe Acrobat (PDF) advanced features and workflows
• Familiar with document management software, including SharePoint
• Excellent organizational skills with a keen eye for detail
• Effective communication and interpersonal abilities to work with cross-functional, fast-paced teams.
• Ability to prioritize tasks, manage time efficiently, and meet deadlines.
• Familiar with relevant industry regulations and compliance standards.
• Discretion in handling sensitive and confidential information.
• Strong critical thinking, analytical, problem-solving, and interpersonal skills