Document Control Specialist

Job Description

Job Description

About the Role:

The Document Control Specialist plays a critical role in managing and maintaining an organization’s documentation system to ensure accuracy, accessibility, and compliance with regulatory standards. This position is responsible for organizing, tracking, and controlling all documents related to projects, operations, and quality management. The specialist ensures that all documentation is properly reviewed, approved, and distributed to relevant stakeholders in a timely manner.

By maintaining a robust document control system, this role supports operational efficiency and helps mitigate risks associated with document mismanagement. Ultimately, the Document Control Specialist contributes to the organization’s ability to meet internal policies and external regulatory requirements effectively.

Minimum Qualifications:

• High school diploma or equivalent;
  Associate’s degree or higher preferred.
• Experience in document control or records management preferred, but other relevant administrative experience will be considered.
• Familiarity with document management software and electronic filing systems.
• Strong organizational skills with attention to detail and accuracy.

Preferred Qualifications:

• Bachelor’s degree in Business Administration, Information Management, or a related field.
• Certification in document control or records management (e.g., Certified Document Controller or equivalent).
• Experience working in industries such as manufacturing, construction, or engineering.
• Proficiency with advanced document management systems (e.g., SharePoint, Drop Box, Documentum).
• Strong communication skills to effectively collaborate with cross-functional teams.

Responsibilities:

• Develop, implement, and maintain document control procedures and systems to manage the lifecycle of documents.
• Receive, review, and process incoming and outgoing documents to ensure completeness, accuracy, and compliance with company standards.
• Coordinate document reviews and approvals with relevant departments and ensure timely distribution of controlled documents.
• Maintain document databases and filing systems, both electronic and physical, ensuring documents are easily retrievable and securely stored.
• Track document revisions and maintain version control to prevent the use of outdated or unauthorized documents.
• Support audits and inspections by providing required documentation and demonstrating compliance with document control policies.
• Train and assist staff on document control procedures and best practices to promote consistent adherence across the organization.

Skills:

• Proficiency in Microsoft Office Suite (especially Excel for tracking and databases, Word for reporting, and Outlook for coordination)
• Experience with document management platforms (e.g., SharePoint, Procore, or Aconex) is advantageous but not required for entry-level applicants.
• Familiarity with PDF tools (e.g., Adobe Acrobat for editing, annotating, and securing files)
• Basic understanding of file-sharing systems and databases; knowledge of CAD viewers (e.g., Bluebeam Revu) is a bonus for experienced candidates.