Document Controller

The Document Controller is responsible for the management, control, and maintenance of company and project-related documents in accordance with organizational policies and compliance standards. This role ensures accuracy, quality, and integrity of documentation throughout its lifecycle including creation, review, revision, distribution, and archival. The Document Controller serves as the primary point of contact for internal teams, external partners, auditors, and clients regarding documentation processes, version control, and information governance.

• Maintain and manage all controlled documents, including procedures, drawings, specifications, manuals, reports, and correspondence.
• Implement and enforce document control processes, templates, naming conventions, approval workflows, and retention standards. Receive, review, log, and distribute incoming and outgoing project documentation through the established document control system (DCS).
• Ensure accurate version control and prevent use of outdated documents in operations or project execution.
• Monitor documentation workflows to ensure timely review, approval, and release by responsible stakeholders.
• Track and report document status, outstanding actions, overdue approvals, and quality compliance issues.
• Maintain document registers, metadata, audit trails, and distribution matrices.
• Support teams with generating, revising, formatting, and uploading project documentation.
• Administer the document management system (SharePoint, Aconex, Procore, Meridian, etc.) and provide first-level user assistance.
• Conduct regular audits to ensure compliance with document control procedures and company quality management standards.
• Ensure secure storage and accessibility of documents while protecting confidentiality and restricted access materials.
• Prepare documentation packages, transmittals, submittals, and records for clients, regulatory agencies, and auditors.
• Coordinate with engineers, project managers, procurement, HSE, and operations teams to ensure documentation completeness.
• Support continual improvement initiatives for documentation processes, templates, and digital workflows.

• 2+ years of experience in document control within engineering, manufacturing, construction, oil & gas, or similar technical environments.
• Strong proficiency in MS Office Suite (Excel, Word, PowerPoint).
• Familiarity with file naming conventions, metadata tagging, and document numbering systems.
• Preferred:
  Experience with electronic document management systems (EDMS), such as Aconex, Procore, SharePoint, SAP, Oracle, or similar platforms.

N/A

• Knowledge of document control standards, best practices, and lifecycle management.
• Understanding of quality management systems (QMS), recordkeeping requirements, and auditing processes.
• Awareness of engineering drawings, ISO standards, or construction documentation is a plus.

• Organization & Time Management:
  Ability to manage large volumes of documents and prioritize tasks.
• Attention to Detail:
  Ensures accuracy, consistency, and completeness of documentation.
• Communication:
  Clear written and verbal communication with cross-functional teams.
• Technical Aptitude:
  Ability to quickly learn and administer documentation systems.
• Analytical Thinking:
  Tracking, reporting, and identifying gaps or process inefficiencies.

• Ability to work independently and collaboratively under tight deadlines.
• Ability to understand technical terminology, drawings, and specifications.
• Strong problem-solving capabilities to resolve documentation discrepancies.

Ability to travel if required.

This position is based at the headquarters located in Dallas, TX. Minimal physical requirements, primarily computer use, and communication via virtual platforms, are necessary. Flexibility to adapt to occasional scheduled video meetings and collaborative tasks is essential.

Positions in this function typically require standing, climbing, balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions. Concentrated mental and/or visual attention. The work involves performing complex tasks to very close accuracy and quality specifications, or a high degree of hand and eye coordination for sustained periods. The job is typically performed under comfortable working conditions with no disagreeable elements during normal performance.

Sedentary work may involve lifting up to 10 pounds occasionally and/or a negligible amount of force frequently or constantly. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.