Job Description
Document Control Specialist
Position Summary
The Document Control Specialist is responsible for managing the organization's document control processes to ensure the accurate creation, review, distribution, storage, retrieval, and retention of project and corporate documents. This position maintains document integrity, supports quality management systems, and ensures compliance with company policies, contractual requirements, and applicable regulatory standards. The Document Control Specialist works closely with project teams, clients, vendors, and other stakeholders to facilitate efficient information management throughout the project lifecycle.
Essential Duties and Responsibilities
- Maintain and administer document control systems for project and corporate records.
- Receive, log, review, distribute, track, and archive documents in accordance with established procedures.
- Ensure documents are properly identified, version-controlled, and maintained throughout their lifecycle.
- Process incoming and outgoing transmittals, submittals, requests for information (RFIs), drawings, specifications, reports, and correspondence.
- Coordinate document reviews, approvals, and revisions with project managers, engineers, clients, and other stakeholders.
- Monitor document workflows to ensure timely processing and distribution.
- Maintain electronic and physical filing systems in accordance with company standards and record retention policies.
- Verify document completeness, formatting, and compliance with established quality requirements.
- Prepare document registers, logs, status reports, and other tracking documentation.
- Support project closeout activities by organizing and compiling final project documentation.
- Assist with audits by providing requested documentation and maintaining accurate records.
- Protect confidential and proprietary information by following established security and access control procedures.
- Identify opportunities to improve document control processes and recommend system enhancements.
- Provide training and support to employees regarding document management procedures and systems.
- Perform other duties as assigned.
Qualifications
- Associate's or Bachelor's degree in Business Administration, Information Management, Engineering Technology, or a related field, or equivalent work experience.
- Two or more years of document control, records management, administrative support, or project coordination experience preferred.
- Experience supporting engineering, construction, manufacturing, industrial, or professional services projects is preferred.
- Strong knowledge of document management principles and records retention practices.
- Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and Adobe Acrobat.
- Experience using electronic document management systems (EDMS) such as SharePoint, OpenText, Aconex, Procore, Bluebeam, Autodesk Construction Cloud, or similar platforms is preferred.
- Excellent organizational, time management, and attention-to-detail skills.
- Strong written and verbal communication skills.
- Ability to prioritize multiple tasks while meeting deadlines.
- Ability to work independently and collaboratively within a team environment.
Preferred Qualifications
- Experience working within an ISO 9001 or other quality management system.
- Knowledge of engineering drawings, technical documentation, and project document workflows.
- Experience supporting multidisciplinary engineering or construction projects.
Genesis Staffing provides equal employment opportunities (EEO) to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. By applying for this job, you agree to receive calls, AI-generated calls, text messages, or emails from Genesis Staffing and its affiliates, and contracted partners. Frequency varies for text messages. Message and data rates may apply. Carriers are not liable for delayed or undelivered messages. You can reply STOP to cancel and HELP for help. You can access our privacy policy at https://gtstaffing.com/privacy-policy/
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Job Tags
Work experience placement, Work at office, Local area