Document Control Coordinator

About the role

We seek a detail-oriented and tech-savvy Document Control Coordinator to join our Gum Springs team. The ideal candidate will streamline document control processes, enhance information management, and support digital innovation initiatives within our Veolia Hazardous Waste site. This role ensures the timely and accurate distribution of information across the site’s departments, manages the documentation lifecycle, and implements robust procedures for maintaining transparent, current, and traceable records. The coordinator will play a crucial role in supporting the Gum Springs Hazardous Waste site by leveraging technical expertise to optimize document management systems, facilitate seamless information access, and drive digital transformation throughout the site.

Responsibilities

• Implement and maintain document management methodologies and best practices, including document control procedures specific to Gum Springs.
• Manage and organize documentation using AODocs and other document control software, including Process Flow Diagrams (PFDs), Process & Instrumentation Diagrams (P&IDs), and Contracts.
• Maintain classification systems for efficient document retrieval and organization; refine or develop new classification systems as needed.
• Control the flow of documents within the site organization, ensuring changes and periodic reviews are completed and approved in a timely manner.
• Maintain accurate records of document receipt, issue, changes, and distribution, ensuring timely responses when required.
• Update and maintain document management systems, including both digital and physical records, ensuring all documentation meets formal requirements and standards.
• Develop AODocs training programs and train project teams and third-party users as needed.
• Support departmental teams in adopting document control best practices and identify areas for digital innovation and process improvement.
• Conduct data analysis to assess and improve the document control process and reporting; create and maintain dashboards and reports using Google Workplace tools and AppSheets.
• Generate compliance and audit reports as required.
• Conduct regular document reviews and audits to ensure compliance and accuracy; maintain confidentiality around sensitive information and ensure secure destruction of sensitive documents.
• Ensure documentation meets regulatory and company compliance requirements; support audit readiness and documentation reviews.
• Support the site in special projects requiring document control within the hazardous waste site.
• Coordinate document distribution and updates across the site’s departments and teams; facilitate seamless information access for authorized personnel.
• Other duties as assigned.

Work Environment

• Spends most of time in an office environment.
• Occasional visits to plant areas.
• Limited travel across the U.S. and Canada.
• Must take care in moving or lifting office supplies.
• Infrequent exposure to plant hazards including noise, heavy equipment, chemicals, and fumes.

Requirements

• Bachelor's degree in Construction Management, Business Administration, Information Management, Industrial Engineering, or related field preferred.
• Valid driver's license with potential to visit other sites in North America.
• 3-4 years of document control or project coordination experience.
• Experience with AODocs, AppSheet, or data visualization tools.
• Proficiency with document management systems (AODocs preferred).
• Strong proficiency with Google Workplace / Microsoft Office Suite (Google preferred).
• Excellent organizational and communication skills.
• Working knowledge of data analysis and visualization.
• Ability to work with cross-functional teams.
• Quick learner and strong team player; flexible, adaptable, and open-minded.
• Basic engineering project management principles and practices a plus.
• Familiarity with Process & Instrumentation Diagrams (P&IDs) a plus.
• Familiarity with BlueBeam or similar a plus.

Physical Requirements

• Regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• Occasionally required to stand; walk; and stoop, kneel, or crouch.
• Must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required include close vision, distance vision, color vision, and ability to adjust focus.

Benefits

• Paid time off policies.
• Health, dental, vision, and life insurance.
• Savings accounts and tuition reimbursement.
• Paid volunteering opportunities.
• Employer-sponsored 401(k) plan.