Document Controls Specialist

About The Role

Key Responsibilities

• Develop, implement, and maintain document control procedures and systems
• Manage the intake, processing, storage, retrieval, and distribution of documents
• Ensure all documents are accurate, complete, and properly version-controlled
• Maintain document logs, registers, and tracking systems
• Ensure compliance with internal standards, industry regulations, and audit requirements
• Conduct regular document audits to verify accuracy and completeness
• Support internal and external audits by providing required documentation
• Monitor document revisions and ensure proper version control practices
• Track changes and maintain historical records of document updates
• Archive obsolete documents in accordance with retention policies
• Cookbook document flow between project teams, vendors, and stakeholders
• Support project documentation processes (e.g., engineering drawings, contracts, reports)
• Ensure timely distribution of documents to relevant stakeholders
• Administer and maintain document management systems (e.g., SharePoint, Aconex, EDMS)
• Train team members on document control procedures and tools
• Generate reports on document status, compliance, and workflows

Key Qualifications

• 2+ years of experience in document control, records management, or similar role
• Proficiency with document management systems and Microsoft Office (especially Excel and SharePoint)
• Strong attention to detail and organizational skills