Document Controller

POSITION SUMMARY

A Document Controller is responsible for managing, organizing, tracking, and maintaining company documents to ensure accuracy, security, and compliance with organizational and regulatory requirements.

Essential Functions Statement (s)

• Control the creation, review, approval, distribution, and archiving of documents.
• Maintain document management systems (DMS) and filing structures.
• Ensure all documents are properly numbered, formatted, and version-controlled.
• Track document revisions and maintain document history records.
• Distribute documents to relevant departments, clients, contractors, and stakeholders.
• Monitor document submission schedules and ensure deadlines are met.
• Retrieve documents upon request and maintain confidentiality of sensitive information.
• Conduct regular audits to verify document accuracy and compliance.
• Coordinate with project teams, engineers, quality assurance personnel, and management regarding document requirements.
• Ensure compliance with company standards, industry regulations, and quality management systems.

Required Skills and Qualifications

• Diploma or bachelor's degree in business administration, Information Management, Engineering, or a related field.
• Experience in document control, records management, or administrative support.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Familiarity with document management software such as Aconex, SharePoint, EDMS, Procore, or similar systems.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Good communication and interpersonal skills.
• Ability to manage multiple documents and deadlines simultaneously.

Typical Duties

• Register incoming and outgoing documents.
• Maintain document registers and tracking logs.
• Prepare transmittals for document distribution.
• Archive completed project documents.
• Generate document status reports for management.
• Support quality assurance and compliance audits.

Competency Statement(s)

• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others. Ultimately be certified in all NDE disciplines.
• Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
• Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.
• Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
• Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

N (Not Applicable)

Activity is not applicable to this position.

O (Occasionally)

Position requires this activity up to 33% of the time (0 - 2.5+ hrs/day)

F (Frequently)

Position requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)

C (Constantly)

Position requires this activity more than 66% of the time (5.5+ hrs/day)

Stand

O

Walk

F

Sit

F

Manually Manipulate

C

Reach Outward

F

Reach Above Shoulder

C

Climb

O

Crawl

O

Squat or Kneel

O

Bend

F

Grasp

C

Speak

O

10 lbs or less

F

11-20 lbs

F

21-50 lbs

O

51-100 lbs

N

Over 100 lbs

N

12 lbs or less

F

13-25 lbs

F

26-40 lbs

O

41-100 lbs

N

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is frequently exposed to high, precarious places and fumes or airborne particles. The employee is occasionally exposed to moving mechanical parts; outside weather conditions; risk of electrical shock and vibration. The noise level in the work environment is usually loud.