- Independently manage and oversee project documentation throughout the engineering, procurement, and construction (EPC) lifecycle, ensuring compliance with project procedures, client requirements, and company standards.
- Administer and maintain the project Electronic Document Management System (EDMS), ensuring document integrity, accurate metadata, appropriate access controls, and consistent application of document control standards.
- Perform detailed quality assurance reviews of incoming and outgoing documentation to verify document numbers, titles, revisions, statuses, required metadata, and compliance with established procedures.
- Monitor and manage document processing activities to ensure adherence to project service level agreements, processing timelines, quality standards, and critical deliverable deadlines.
- Oversee document registration, revision control, distribution, transmittals, and record retention to ensure traceability and accurate documentation throughout the project lifecycle.
- Establish, maintain, and monitor project document registers, Document Distribution Matrices (DDMs), vendor document registers, and other document control tracking tools.
- Coordinate directly with engineering, procurement, construction, project management, vendors, subcontractors, and client representatives to resolve document discrepancies, submission issues, metadata conflicts, and other document control challenges.
- Monitor document deliverables against project schedules and contractual requirements, proactively identifying overdue submissions, processing bottlenecks, missing documentation, and potential impacts to project execution.
- Generate and analyze document control reports, dashboards, and performance metrics to communicate document status, outstanding deliverables, processing performance, and emerging risks to project teams and management.
- Serve as a subject-matter expert for document control processes, EDMS functionality, revision management, metadata standards, document numbering conventions, and project documentation requirements.
- Provide guidance, training, and technical support to junior document controllers and project personnel to promote consistent application of document control procedures and best practices.
- Identify opportunities to improve document control workflows, standardize processes, reduce rework, and increase efficiency, accuracy, and overall service delivery.
- Develop, maintain, and improve document control procedures, work instructions, templates, and process documentation to support project execution and compliance.
- Support the implementation, configuration, and continuous improvement of EDMS platforms, including user access, metadata structures, document registers, reporting, and workflow requirements.
- Coordinate with project teams and external stakeholders to establish and maintain document control requirements, including document numbering structures, submission protocols, review cycles, distribution requirements, and deliverable tracking.
- Support engineering teams with document formatting and template management by maintaining standardized templates, styles, headers, footers, tables, and other formatting elements in accordance with project, client, and company requirements.
- Manage complex PDF document activities, including document preparation, quality checks, formatting, and other document processing requirements using approved tools and procedures.
- Ensure project documentation is managed in accordance with company policies, information security requirements, confidentiality standards, records management practices, and project-specific procedures.
- Maintain a high level of accountability and ownership for assigned responsibilities, exercising sound judgment in prioritizing competing demands and escalating issues when appropriate.
- Collaborate with the Project Support Manager and other project leadership to support document control planning, workload management, resource coordination, project reporting, and continuous improvement initiatives.
- Perform other document control, information management, and project support duties as assigned.
Zachry Engineering Corporation (ZEC) is currently looking for a motivated and detail-oriented Senior Project Support Specialist for the Charlotte, NC office. The successful incumbent has a good understanding of project document control responsibilities, required software systems and corporate operating procedures necessary to function in a fast-paced multitasking environment.
The Document Controller will support the receipt, registration, distribution, tracking, and maintenance of project documents throughout the project lifecycle. The ideal candidate is organized, dependable, comfortable working with technology, and able to manage multiple priorities in a fast-paced project environment.