Document Controller

The Document Controller / Document Handling Specialist is responsible for managing all documentation throughout the project lifecycle to ensure accuracy, traceability, and compliance with company and customer standards. This position serves as the central point of contact for all controlled documents - from bid stage through final data book delivery - ensuring that all records are properly organized, maintained, distributed, and archived.

This role requires a highly detail-oriented, technically minded individual with strong organizational skills and the ability to coordinate across multiple departments including Engineering, Sales, Quality, and Project Management.

Primary Responsibilities

Document Control & Management

• Create, manage, and maintain both electronic and physical document filing systems.
• Ensure all documents are properly categorized, indexed, and archived for easy retrieval.
• Maintain lifecycle and version control of drawings, specifications, and vendor/customer documents.
• Ensure documents are current, accurate, and compliant with internal standards and customer requirements.
• Maintain confidentiality and security of sensitive information.

Bid & Contract Documentation

• Review bid packages to confirm all required documents are included and identify missing or special requirements.
• Compare purchase order (PO) documents with bid documents to identify changes, additions, or discrepancies.
• Support Sales and Engineering in identifying commercial vs. non-commercial document requirements.
• Assist in preparing and submitting exceptions, clarifications, and vendor document lists as needed.

Vendor & Customer Documentation

• Complete vendor safety prequalification's and general questionnaires (e.g., OSHA logs, insurance certificates).
• Maintain and update Avetta and similar compliance systems.
• Review customer comment documents to ensure each technical clarification is addressed and resolved.
• Gather all required order documentation for data books, including MTRs, Certificates of Compliance, data sheets, and drawing packages.
• Upload or submit required documentation through customer portals accurately and on schedule.

Templates & Standardization

• Develop and maintain standard templates for repetitive documents to improve consistency and efficiency.
• Assist in audits and compliance reviews by providing accurate documentation and records.
• Support the implementation and improvement of document control procedures and tools across departments.
• Train staff on documents handling protocols and version control practices.

ENVIRONMENT & WORKING CONDITIONS:

• Ability to work in all weather conditions as job requires working inside and outside through the course of a single shift
• Ability to work in the natural element of heat and cold (production facility is not heated in winter nor cooled in summer)

PHYSICAL DEMANDS:

• Ability to lift up to 50 lbs.
• Ability to bend, stoop, sit, grasp with hands, feel texture with fingers, reach for items, cling, walk, twist, stand, and work at a desk for up to ten (10) hours per day up to six (6) days per week
• Ability to see clearly with eyes to operate a computer and handle written communication via email and other items
• Ability to hear audibly with ears to communicate conversations via telephone and in person
• Ability to travel (via airplane as necessary per position) as position requires
• Ability to work overtime when necessary/required and with short notice

Skills & Qualifications

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Minimum 2 years of experience in document control, engineering support, or administrative coordination.
• Proficiency in Microsoft Office Suite and document management software (e.g., SharePoint, DocuWare).
• Familiarity with ISO standards, regulatory compliance, or project documentation best practices (preferred).
• Strong technical aptitude and attention to detail.
• Excellent written and verbal communication skills.
• Ability to prioritize, work independently, and collaborate with multiple departments.
• Experience with vendor/customer portals and compliance systems (e.g., Avetta) a plus.

Sam Carbis is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected Veteran status. Sam Carbis is a Drug Free Workplace. All employment offers are contingent on passing a drug screen.

Skills & Qualifications

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• Minimum 2 years of experience in document control, engineering support, or administrative coordination.
• Proficiency in Microsoft Office Suite and document management software (e.g., SharePoint, DocuWare).
• Familiarity with ISO standards, regulatory compliance, or project documentation best practices (preferred).
• Strong technical aptitude and attention to detail.
• Excellent written and verbal communication skills.
• Ability to prioritize, work independently, and collaborate with multiple departments.
• Experience with vendor/customer portals and compliance systems (e.g., Avetta) a plus.

ENVIRONMENT & WORKING CONDITIONS:

• Ability to work in all weather conditions as job requires working inside and outside through the course of a single shift
• Ability to work in the natural element of heat and cold (production facility is not heated in winter nor cooled in summer)

PHYSICAL DEMANDS:

• Ability to lift up to 50 lbs.
• Ability to bend, stoop, sit, grasp with hands, feel texture with fingers, reach for items, cling, walk, twist, stand, and work at a desk for up to ten (10) hours per day up to six (6) days per week
• Ability to see clearly with eyes to operate a computer and handle written communication via email and other items
• Ability to hear audibly with ears to communicate conversations via telephone and in person
• Ability to travel (via airplane as necessary per position) as position requires
• Ability to work overtime when necessary/required and with short notice