Document Controller (00582

Position Summary

The Document Controller plays a strategic role in developing, managing, and enhancing the organization’s document control framework across departments and projects. This role ensures the integrity, accuracy, and accessibility of critical operational, regulatory, and compliance documents while leading initiatives to improve document management practices, standardization, and automation. The Document Controller collaborates cross‑functionally to provide guidance on documentation standards, contribute to audits and compliance initiatives, and optimize systems and workflows.

• Lead or co‑lead document control projects and initiatives to improve document lifecycle management and ensure alignment with regulatory standards and organizational goals.
• Oversee daily document management activities while mentoring junior staff and providing guidance on documentation standards, compliance requirements, and best practices.
• Collaborate with internal departments to develop, implement, and maintain standardized templates, controlled vocabularies, and taxonomies to support consistency and searchability.
• Design and maintain structured databases and repositories using Microsoft Access, SQL Server, or Oracle to enhance data storage, access, and reporting capabilities.
• Serve as a subject‑matter expert in version control systems, ensuring change management procedures are followed and that the latest approved versions of documents are available across systems.
• Interpret and support complex technical documents, drawings (e.g., CAD files), and specifications to ensure proper categorization and integration into document systems.
• Develop and refine metadata schemas and classification systems to improve document indexing and retrieval efficiency.
• Evaluate and implement enhancements to EDMS and document control procedures in response to evolving regulatory or operational requirements.
• Ensure compliance with internal document control policies and external regulations (e.g., ISO, FDA, GMP) and contribute to audit preparation and response efforts.
• Implement and enforce access controls, encryption, and secure document handling protocols in accordance with data protection and information security policies.
• Identify and implement workflow automation opportunities using tools like Nintex, Power Automate, or other BPM platforms to streamline document‑related processes.
• Partner with project management and IT teams to lead process optimization efforts related to document lifecycle and information governance.
• Maintain a high degree of accuracy, attention to detail, and document integrity when handling high volumes of documentation across departments.
• Communicate effectively across cross‑functional teams to resolve documentation issues, support training efforts, and foster a culture of compliance and continuous improvement.
• Support other duties as assigned, including contributing to policy development and internal audits.

• Bachelor’s degree in Civil Engineering, Construction Management, Information Management, Business Administration, Library Science, or a related discipline strongly preferred; equivalent work experience may be considered.
• 3+ years of experience in document control, records management, or a related field within a regulated or operational environment such as transportation infrastructure, public transit, or municipal public works projects.
• Proficient knowledge of document management systems (e.g., SharePoint, Open Text, Documentum) and experience with system configuration, workflows, and user support.
• Proficient in electronic document management systems (EDMS) and version control tools with proven success in implementing best practices.
• Strong understanding of database systems (Microsoft Access, SQL Server, Oracle) and their application in document storage and retrieval solutions.
• Experience with a variety of file types and technical documentation (PDFs, DOCX, XLSX, CAD files) and managing conversions and integrations.
• Proficient in workflow automation platforms (e.g., Power Automate, Nintex) and able to build, test, and deploy automation solutions.
• In‑depth understanding of metadata structures,…