Document Control Specialist

Essential Duties and Responsibilities

• Maintain and administer the project’s document control system.
• Create, organize, file, archive, and retrieve electronic and hard-copy documents.
• Ensure all documents are properly categorized, indexed, and stored according to company standards.
• Monitor document workflows and ensure timely review, approval, and distribution.
• Manage document revisions and maintain version control to ensure only current documents are in circulation.
• Track document status and provide updates to stakeholders as needed.
• Perform routine audits of controlled documents to ensure accuracy and compliance.

Records Retention & Compliance

• Maintain document retention schedules and ensure compliance with company policies and regulatory requirements.
• Archive obsolete documents while preserving required historical records.
• Absist with internal and external audits by providing requested documentation.
• Ensure confidentiality and security of sensitive company information.
• Support compliance initiatives related to quality management systems, environmental requirements, safety standards, and customer requirements.

Project Documentation Support

• Cookordinate project documentation from initiation through project completion.
• Track submittals, transmittals, drawings, specifications, contracts, permits, and project correspondence.
• Maintain project files and ensure all required documentation is complete and up to date.
• Work closely with engineering, operations, accounting, and project management teams to ensure documentation accuracy.
• Distribute approved project documents to internal and external stakeholders.

Process Improvement

• Identify opportunities to improve document management processes and workflows.
• Develop and maintain document control procedures, work instructions, and templates.
• Assist with implementation and optimization of document management software and systems.
• Train employees on document control procedures and best practices.

Administrative Support

• Generate reports related to document status, revisions, and compliance metrics.
• Assist with data entry and database maintenance.
• Support departmental administrative functions as needed.
• Participate in special projects and other duties as assigned.

Required Qualifications

• High school diploma or GED required.
• Associate's degree in Business Administration, Project Management, Information Management, or a related field preferred.
• Minimum of 2 years of experience in document control, records management, project administration, or a related administrative role.
• Experience managing large volumes of documentation with a high degree of accuracy.
• Strong proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and SharePoint.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information.
• Strong attention to detail and commitment to accuracy.

Preferred Experience

• Experience in manufacturing, engineering, construction, mining, industrial operations, or project-based environments.
• Experience with electronic document management systems (EDMS).
• Familiarity with ISO standards and quality management systems.
• Experience with ERP systems such as NetSuite.
• Knowledge of records retention requirements and compliance standards.
• Experience supporting multi-site operations.