Document Control Specialist

Job Description

Job Description

The Document Control Specialist is responsible for managing, organizing, tracking, and maintaining project documents and records to ensure accuracy, compliance, accessibility, and version control. This role serves as the central point of coordination for document management processes across departments, ensuring that all controlled documents are properly reviewed, approved, distributed, stored, and retained according to company policies and regulatory requirements.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while maintaining strict confidentiality and document integrity. 

Essential Duties and Responsibilities:

Document Management  

• Maintain and administer the project’s document control system. 
• Create, organize, file, archive, and retrieve electronic and hard-copy documents. 
• Ensure all documents are properly categorized, indexed, and stored according to company standards. 
• Monitor document workflows and ensure timely review, approval, and distribution. 
• Manage document revisions and maintain version control to ensure only current documents are in circulation. 
• Track document status and provide updates to stakeholders as needed. 
• Perform routine audits of controlled documents to ensure accuracy and compliance. 

Records Retention & Compliance  

• Maintain document retention schedules and ensure compliance with company policies and regulatory requirements. 
• Archive obsolete documents while preserving required historical records. 
• Assist with internal and external audits by providing requested documentation. 
• Ensure confidentiality and security of sensitive company information. 
• Support compliance initiatives related to quality management systems, environmental requirements, safety standards, and customer requirements. 

Project Documentation Support  

• Coordinate project documentation from initiation through project completion. 
• Track submittals, transmittals, drawings, specifications, contracts, permits, and project correspondence. 
• Maintain project files and ensure all required documentation is complete and up to date. 
• Work closely with engineering, operations, accounting, and project management teams to ensure documentation accuracy. 
• Distribute approved project documents to internal and external stakeholders. 

Process Improvement  

• Identify opportunities to improve document management processes and workflows. 
• Develop and maintain document control procedures, work instructions, and templates. 
• Assist with implementation and optimization of document management software and systems. 
• Train employees on document control procedures and best practices. 

Administrative Support  

• Generate reports related to document status, revisions, and compliance metrics. 
• Assist with data entry and database maintenance. 
• Support departmental administrative functions as needed. 
• Participate in special projects and other duties as assigned. 

Required Qualifications  

• High school diploma or GED required. 
• Associate's degree in Business Administration, Project Management, Information Management, or a related field preferred. 
• Minimum of 2 years of experience in document control, records management, project administration, or a related administrative role. 
• Experience managing large volumes of documentation with a high degree of accuracy. 
• Strong proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and SharePoint. 
• Excellent organizational and time management skills. 
• Strong written and verbal communication skills. 
• Ability to maintain confidentiality and handle sensitive information. 
• Strong attention to detail and commitment to accuracy. 

Preferred Experience  

• Experience in manufacturing, engineering, construction, mining, industrial operations, or project-based environments. 
• Experience with electronic document management systems (EDMS). 
• Familiarity with ISO standards and quality management systems. 
• Experience with ERP systems such as NetSuite. 
• Knowledge of records retention requirements and compliance standards. 
• Experience supporting multi-site operations. 

Key Competencies  

• Organization and Planning 
• Attention to Detail 
• Accountability 
• Communication Skills 
• Problem Solving 
• Process Improvement 
• Time Management 
• Adaptability 
• Confidentiality 
• Team Collaboration 

Physical Requirements  

• Prolonged periods of sitting and working at a computer. 
• Ability to occasionally lift and carry up to 25 pounds. 
• Ability to access filing systems and storage areas. 
• Ability to communicate effectively in person, via phone, and electronically. 

Work Environment  

This position primarily operates in an office environment and may occasionally interact with operational, manufacturing, or project sites. The role requires regular collaboration with cross-functional teams and the ability to manage multiple deadlines simultaneously.