DOCUMENT CONTROLS SPECIALIST

Document Controls Position

The Document Controls position in the construction industry is pivotal to ensuring the accurate management, organization, and distribution of all project-related documentation. This role is responsible for maintaining the integrity and accessibility of documents such as contracts, drawings, specifications, and correspondence throughout the project lifecycle. The successful candidate will implement and oversee document control procedures to support compliance with regulatory standards and company policies. By managing document workflows and version control, this role helps facilitate clear communication among project teams, subcontractors, and clients. Ultimately, the Document Controls professional ensures that all project documentation is current, properly archived, and readily available to authorized personnel, thereby supporting efficient project execution and minimizing risks associated with document mismanagement.

Minimum Qualifications:

• Associates degree or higher in Business Administration, Construction Management, Information Management, Engineering or related field preferred.
• 8+ years of document control experience in engineering, construction, utilities, infrastructure, manufacturing, or industrial environments.
• Proven experience in document management principals or administrative roles within the construction industry.
• Proficiency with document management software and Microsoft Office Suite.
• Strong organizational skills with attention to detail and accuracy.
• Effective communication and stakeholder coordination abilities.
• Ability to manage multiple priorities and meet deadlines in a demanding environment.

Preferred Qualifications:

• Certification in Document Control (e.g., AIIM Certified Document Imaging Architect or equivalent).
• Experience with construction project management software such as E-Builder, Procore, Aconex, or similar platforms.
• Familiarity with construction industry standards, regulatory requirements, and quality management systems.
• Excellent communication skills to effectively liaise with diverse project teams and external partners.
• Knowledge of electronic document management systems (EDMS) and cloud-based collaboration tools.

Responsibilities:

• Develop, implement, and maintain document control systems and procedures tailored to construction project requirements.
• Receive, review, and log incoming and outgoing documents, ensuring accuracy and completeness.
• Manage document distribution to internal teams, subcontractors, and clients while maintaining strict version control.
• Coordinate with project managers, engineers, and other stakeholders to ensure timely updates and revisions of project documentation.
• Maintain electronic and physical filing systems to ensure documents are securely stored and easily retrievable.
• Maintain accurate records of approvals, comments, revisions, and document histories.
• Track document status and deadlines to support project schedules and compliance requirements.
• Generate reports on document control activities and audit trails to support quality assurance and regulatory inspections.
• Ensure compliance with owner document control procedures, ISO standards, and project requirements.
• Train and support project staff on document control processes and software tools.
• Prepare document control reports and dashboards.
• Track document submission and approval performance metrics.
• Generate overdue document reports and action item logs.
• Provide regular updates on document control status to project leadership.
• Monitor deliverable schedules and document processing timelines.
• Ensure all final project documentation is complete and properly indexed.
• Coordinate project document turnover packages.
• Manage records archiving and retention activities.
• Support handover of as-built documentation, operation manuals, and final project records.

Skills:

The required skills enable the Document Controls professional to efficiently organize and manage vast amounts of project documentation, ensuring accuracy and compliance with industry standards. Proficiency in document management software and Microsoft Office allows for streamlined processing, tracking, and reporting of documents. Strong organizational and multitasking abilities are essential for handling concurrent document workflows and meeting critical deadlines. Preferred skills such as familiarity with construction-specific software and certification enhance the ability to integrate with project management systems and improve overall document control processes. Effective communication skills facilitate collaboration with project stakeholders, ensuring that document distribution and updates are clearly understood and executed.

CORPORATE ENVIRONMENTAL RISK MANAGEMENT, L.L.C. is a Certified Drug-Free Workplace and Equal Employment Opportunity Employer that does not unlawfully discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth or related medical conditions), national origin, ancestry, age, and/or disability. C.E.R.M. will only employ those who are legally authorized to work in the U.S. Any offer of employment is conditional upon the successful completion of a background, credit check, and drug screen.