Document Controller

What is the opportunity? Reporting to the Manager, Quality Assurance, the Document Controller is responsible for managing, coordinating, and maintaining all technical and administrative documentation throughout the project lifecycle. This role ensures accurate, secure, and efficient document flow between internal teams and external clients, while upholding strict version control, confidentiality, and compliance with quality standards. Working closely with Sales, Lead Designers, Project Managers, Engineering, Service, HT Designers, and Operations, the Document Controller facilitates the timely exchange, organization, and retention of project documentation. This role also supports Engineer-to-Order (ETO) projects, including the management and control of ASME-compliant drawings and documentation, ensuring all project information remains complete, current, accessible, and aligned with applicable codes and standards. Additionally, the Document Controller maintains and updates document management procedures to support continuous improvement and operational efficiency. ESSENTIAL DUTIES AND RESPONSIBILITIES Manage, control, and coordinate the flow of internal and external documentation throughout the organization and project lifecycle, including ETO project deliverables. Track, issue, and distribute documents internally and externally, ensuring timely and accurate delivery. Review and verify document accuracy, including revision levels, title block content, and ASME drawing compliance requirements, prior to submission. Maintain strict confidentiality of technical information and sensitive documentation. Review, update, and track the status of all project documentation, including manuals, calculation reports, ASME and ETO drawings, bills of materials, and other engineering deliverables. Collaborate closely with Sales, Engineering, & Operations to ensure alignment between released documentation, manufacturing, and production requirements. Distribute incoming documentation and ensure appropriate team members, including Sales, Project Managers, Engineering, and Operations personnel, are notified of updates, revisions, and new deliverables in a timely manner. Prepare, issue, and manage official document transmittals in accordance with project and client requirements. Create, maintain, and manage the Document Distribution Matrix (DDM) for each project, ensuring the accuracy of information provided by document originators. Maintain document control logs, formats, and tracking systems to reflect current document status and project progress. Monitor client portals regularly to track notifications, updates, and newly issued or revised documents. Maintain communication with client Document Controllers or designated contacts to coordinate deliverables and document requirements. Follow company and client quality systems, procedures, and guidelines for document control, including coding, document structure, and ASME/ETO documentation standards. Create document templates and ensure compliance with client-required formats, industry standards, and regulatory requirements. Archive, organize, and maintain digital control of technical, administrative, and project documentation in accordance with Company guidelines, procedures, ISO9001, and ASME requirements. Execute document retention in accordance with Company guidelines and procedures. Participate in project closeout, including document handover and final delivery in accordance with project and client specifications. Prepare final document packages in accordance with client requirements, corporate standards, and applicable ASME documentation expectations. Participate in client meetings related to document control, deliverables, and requirements. Support continuous improvement initiatives by identifying opportunities to enhance document control processes, including coordination with Sales, Engineering and Operations. Perform additional duties as assigned to support business and project needs. Education and Experience Minimum of 2 years of experience as a Document Controller or similar role in engineering, construction, manufacturing or the energy industry. Minimum education level: high school diploma completed; technical degree or bachelor's degree preferred. Intermediate proficiency in Microsoft Office (Word, Excel, PowerPoint). Basic knowledge of AutoCAD (viewing and navigation only). Basic or intermediate English for communication with clients or global teams. Experience of working with engineering, design or construction teams. Familiarity with document management systems such as SharePoint, Aconex, SmartPlant, ProjectWise, DocBoss or similar. Basic knowledge of version control, document coding and folder structures. General understanding of technical drawings, diagrams, Issue for Construction (IFC) documents and engineering packages. Experience with ISO9001 document control standards and systems preferred. Skills and Abilities Highly organized with strong attention to detail and accuracy. Ability to manage multiple tasks, priorities, and deadlines in a fast-paced environment. Strong verbal and written communication skills, with the ability to interact effectively at all levels of the organization and with external clients. Demonstrated ability to work under pressure while maintaining quality and professionalism. Strong sense of responsibility, professionalism, and discretion when handling sensitive and confidential information. Ability to quickly learn and adapt to new systems, procedures, and processes. Team-oriented with a service-driven mindset and commitment to quality outcomes. Ability to follow established processes while identifying opportunities for continuous improvement. Proficient in managing client portals, digital repositories, and collaborative platforms. Intermediate proficiency in Microsoft Office and general computer literacy. Ability and willingness to learn from experience, feedback, and guidance from supervisors. Strong coordination and organizational skills related to document tracking, distribution, and control processes. Attention to detail in reviewing document revisions, formatting, and content accuracy. Possesses a strong sense of ethics and integrity. (Thermon 3C's) Physical Demands Regularly required to stand, walk, sit, reach, lift, stoop, kneel, crouch, crawl, talk or hear, and be able to tolerate repetitive motion during the full course of a scheduled shift. Must be able to lift and/or move more than fifty (50) pounds. Able to physically multitask. Work Environment Most of the employee’s time is spent in the plant with moderate exposure to noise, heat, and cold environment. Physical requirements include walking, bending, hand dexterity, speaking, seeing, and lifting/moving up to 50 pounds. Steel toe shoes, earplugs, and safety glasses are always required while on the production floor. Benefits Bonus eligibility. Medical, Dental, and Vision. Short-Term Disability, Long-Term Disability, and Life Insurance. 401k with Company Match.Paid Time Off. Equal Opportunity Statement Vapor Power International, LLC and VPI Precision Boilers, LLC provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Candidates applying for this job opening must be legally authorized to work in the United States and are required to have U.S. residency at the time of application. OPT or H1B visa sponsorship is not currently available for this opportunity. #J-18808-Ljbffr