Document Controller

What You'll Do

• Manage, organize, and maintain electronic and physical company documents using document management systems.
• Review incoming documents for completeness, accuracy, formatting, and compliance with company standards before distribution.
• Maintain document version control, revision history, and approval records to ensure only the most current documents are available.
• Create, update, and maintain document registers, filing systems, logs, and document tracking databases.
• Cook up document review and approval workflows between departments, managers, clients, vendors, and project teams.
• Process document transmittals, correspondence, reports, contracts, drawings, specifications, policies, manuals, and project documentation.
• Archive obsolete documents according to company retention policies while ensuring records remain accessible when required.
• Ensure confidential and sensitive documents are securely stored and accessed only by authorized personnel.
• Monitor document deadlines and follow up with stakeholders to ensure timely approvals and submissions.
• Perform routine quality assurance checks to verify document accuracy, consistency, and compliance.
• Support internal and external audits by preparing and organizing requested documentation.
• Aid project managers and department leaders with document preparation, formatting, editing, and record management.
• Identify opportunities to improve document control processes, workflows, and overall operational efficiency.
• Maintain compliance with company policies, regulatory requirements, and document retention standards.
• Prepare periodic reports on document status, outstanding approvals, and document control activities.

Qualifications

• High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration, Information Management, Records Management, or a related field preferred.
• 2+ years of experience in document control, records management, administrative support, or document coordination.
• Experience using Electronic Document Management Systems (EDMS) such as SharePoint, OpenText, Procore, Aconex, Documentum, or similar platforms.
• Strong proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Excellent organizational, communication, and time management skills.
• Strong attention to detail with the ability to maintain accurate records and confidential information.
• Ability to prioritize multiple assignments while meeting deadlines in a fast-paced environment.
• Strong problem-solving skills and the ability to work independently with minimal supervision.

Preferred Qualifications

• Experience supporting engineering, construction, manufacturing, healthcare, government, energy, or corporate operations.
• Knowledge of ISO quality standards, document compliance, and records retention policies.
• Experience coordinating documentation for large projects or cross-functional teams.
• Familiarity with workflow automation and digital document management systems.
• Experience preparing reports and maintaining document control metrics.

Why Join Us?

• Competitive salary with opportunities for annual performance increases.
• Comprehensive health, dental, and vision insurance.
• 401(k) retirement plan with company match.
• Paid time off, paid holidays, and wellness benefits.
• Flexible work arrangements, including remote or hybrid opportunities where applicable.
• Paid training, professional development, and career advancement opportunities.
• Collaborative and inclusive workplace that values innovation and continuous improvement.
• Opportunity to contribute to meaningful projects while building a long-term career with a growing organization.