Document Controller

We are looking for a highly organized, detail-oriented, and dependable Document Controller to join our growing team. As a Document Controller, you will play a vital role in maintaining the integrity, accuracy, and accessibility of company documents and records. You will oversee the complete document lifecycle-from creation and review to approval, distribution, storage, and archiving-ensuring all information is properly managed and compliant with company policies and regulatory requirements.

This position is ideal for someone who enjoys working with data, organizing information, improving processes, and collaborating with multiple departments. If you have excellent organizational skills, strong attention to detail, and experience managing electronic documentation, we'd love to hear from you.

What You'll Do

* Manage, organize, and maintain electronic and physical company documents using document management systems.

* Review incoming documents for completeness, accuracy, formatting, and compliance with company standards before distribution.

* Maintain document version control, revision history, and approval records to ensure only the most current documents are available.

* Create, update, and maintain document registers, filing systems, logs, and document tracking databases.

* Coordinate document review and approval workflows between departments, managers, clients, vendors, and project teams.

* Process document transmittals, correspondence, reports, contracts, drawings, specifications, policies, manuals, and project documentation.

* Archive obsolete documents according to company retention policies while ensuring records remain accessible when required.

* Ensure confidential and sensitive documents are securely stored and accessed only by authorized personnel.

* Monitor document deadlines and follow up with stakeholders to ensure timely approvals and submissions.

* Perform routine quality assurance checks to verify document accuracy, consistency, and compliance.

* Support internal and external audits by preparing and organizing requested documentation.

* Assist project managers and department leaders with document preparation, formatting, editing, and record management.

* Identify opportunities to improve document control processes, workflows, and overall operational efficiency.

* Maintain compliance with company policies, regulatory requirements, and document retention standards.

* Prepare periodic reports on document status, outstanding approvals, and document control activities.

Qualifications

* High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration, Information Management, Records Management, or a related field preferred.

* 2+ years of experience in document control, records management, administrative support, or document coordination.

* Experience using Electronic Document Management Systems (EDMS) such as SharePoint, OpenText, Procore, Aconex, Documentum, or similar platforms.

* Strong proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.

* Excellent organizational, communication, and time management skills.

* Strong attention to detail with the ability to maintain accurate records and confidential information.

* Ability to prioritize multiple assignments while meeting deadlines in a fast-paced environment.

* Strong problem-solving skills and the ability to work independently with minimal supervision.

Preferred Qualifications

* Experience supporting engineering, construction, manufacturing, healthcare, government, energy, or corporate operations.

* Knowledge of ISO quality standards, document compliance, and records retention policies.

* Experience coordinating documentation for large projects or cross-functional teams.

* Familiarity with workflow automation and digital document management systems.

* Experience preparing reports and maintaining document control metrics.

Why Join Us?

* Competitive salary with opportunities for annual performance increases.

* Comprehensive health, dental, and vision insurance.

* 401(k) retirement plan with company match.

* Paid time off, paid holidays, and wellness benefits.

* Flexible work arrangements, including remote or hybrid opportunities where applicable.

* Paid training, professional development, and career advancement opportunities.

* Collaborative and inclusive workplace that values innovation and continuous improvement.

* Opportunity to contribute to meaningful projects while building a long-term career with a growing organization.

Locations Miami