Document Controller (19425)

Job Summary:

The Document Controller supports project teams by managing the receipt, tracking, and distribution of project documentation in accordance with company QMS standards. This role is responsible for accurately entering and maintaining document data within the EDMS, performing quality checks to ensure proper revision control and consistency, and generating reports to support internal and external stakeholders. The position plays a key role in maintaining organized, accurate, and compliant project records throughout the project lifecycle.

Responsibilities:

• Receive, log, and distribute project documentation, including engineering deliverables, vendor submittals, and client/third-party documents, in a timely and accurate manner.
• Enter and maintain document metadata within the Electronic Document Management System (EDMS), ensuring accuracy, completeness, and proper document classification.
• Perform quality checks on incoming and outgoing documents to ensure compliance with numbering conventions, revision control, formatting standards, and project requirements.
• Maintain document registers and tracking logs to support visibility of document status, workflows, and deliverables.
• Generate and distribute system reports to support project teams, clients, and internal stakeholders as required.
• Support the implementation and adherence to document control procedures in alignment with company QMS and project-specific requirements.
• Assist with document transmittals, ensuring proper documentation, traceability, and audit readiness.
• Coordinate with engineering, project management, and vendor teams to ensure timely submission, review, and return of project documents.
• Support project closeout activities, including document reconciliation, final turnover packages, and records archiving.
• Maintain organized electronic and/or physical filing systems to ensure easy retrieval and audit compliance.
• Provide basic support and guidance to project team members on document control processes and EDMS usage.
• Identify and escalate discrepancies, missing information, or process issues to senior team members for resolution.
• Performs related duties, as needed.

Qualifications / Education Requirements:

• High School Diploma or equivalent required.
• BA or BSc. Degree preferred.
• 2 years of relevant experience required.
• 2 years clerical experience required.
• Highly organized, reliable and able to work well in a fast-paced schedule driven environment.
• Engineering or construction office experience preferred.
• Possess good interpersonal skills and excellent verbal/written communication skills.

Software:

• Proficiency with various PDF writer applications.
• EDMS experience preferred
• Advanced Microsoft Office skills (Word, Excel, PowerPoint) preferred.

Working Conditions:

• Work is primarily conducted in an office environment but may require occasional travel to off-site work locations.

Physical Requirements (With or Without Reasonable Accommodation):

• Ability to lift and carry up to ten (10) pounds.
• Ability to communicate effectively, including sufficient clarity of speech, hearing, or other communication capabilities.
• Ability to sit for extended periods of time.
• Sufficient visual acuity or other observational abilities to review documents, perform analysis, and conduct investigations.
• Sufficient manual dexterity to perform routine office tasks such as typing and using standard office equipment.
• Sufficient mobility to perform office duties and travel to off-site locations as needed.