Document Controller

Document Controller

Reporting to the Manager, Quality Assurance, the Document Controller manages, coordinates, and maintains all technical and administrative documentation throughout the project lifecycle. The role ensures accurate, secure, and efficient document flow between internal teams and external clients, upholding strict version control, confidentiality, and compliance with quality standards.

Working closely with Sales, Lead Designers, Project Managers, Engineering, Service, HT Designers, and Operations, the Document Controller facilitates the timely exchange, organization, and retention of project documentation. The role also supports Engineer-to-Order (ETO) projects, including management of ASME‑compliant drawings and documentation, ensuring all project information remains complete, current, accessible, and aligned with applicable codes and standards. In addition, the Document Controller maintains and updates document management procedures to support continuous improvement and operational efficiency.

• Manage, control, and coordinate the flow of internal and external documentation throughout the organization and project lifecycle, including ETO project deliverables.
• Track, issue, and distribute documents internally and externally, ensuring timely and accurate delivery.
• Review and verify document accuracy, including revision levels, title block content, and ASME drawing compliance requirements, prior to submission.
• Maintain strict confidentiality of technical information and sensitive documentation.
• Review, update, and track the status of all project documentation, including manuals, calculation reports, ASME and ETO drawings, bills of materials, and other engineering deliverables.
• Collaborate closely with Sales, Engineering, and Operations to align released documentation with manufacturing and production requirements.
• Distribute incoming documentation and ensure appropriate team members are notified of updates, revisions, and new deliverables promptly.
• Prepare, issue, and manage official document transmittals in accordance with project and client requirements.
• Create, maintain, and manage the Document Distribution Matrix (DDM) for each project, ensuring accuracy of information provided by document originators.
• Maintain document control logs, formats, and tracking systems to reflect current document status and project progress.
• Monitor client portals regularly to track notifications, updates, and newly issued or revised documents.
• Maintain communication with client Document Controllers or designated contacts to coordinate deliverables and document requirements.
• Follow company and client quality systems, procedures, and guidelines for document control, including coding, document structure, and ASME/ETO documentation standards.
• Create document templates and ensure compliance with client‑required formats, industry standards, and regulatory requirements.
• Archive, organize, and maintain digital control of technical, administrative, and project documentation in accordance with company guidelines, procedures, ISO 9001, and ASME requirements.
• Execute document retention in accordance with company guidelines and procedures.
• Participate in project closeout, including document handover and final delivery in accordance with project and client specifications.
• Prepare final document packages in accordance with client requirements, corporate standards, and applicable ASME documentation expectations.
• Participate in client meetings related to document control, deliverables, and requirements.
• Support continuous improvement initiatives by identifying opportunities to enhance document control processes, including coordination with Sales, Engineering, and Operations.
• Perform additional duties as assigned to support business and project needs.

• Minimum of 2 years of experience as a Document Controller or similar role in engineering, construction, manufacturing or the energy industry.
• Minimum education level: high school diploma completed; technical degree or bachelor’s degree preferred.
• Intermediate proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Basic knowledge of AutoCAD…