Document Controller (19425)

Job Summary:

The Document Controller supports project teams by managing the receipt, tracking, and distribution of project documentation in accordance with company QMS standards. This role is responsible for accurately entering and maintaining document data within the EDMS, performing quality checks to ensure proper revision control and consistency, and generating reports to support internal and external stakeholders. The position plays a key role in maintaining organized, accurate, and compliant project records throughout the project lifecycle.

Responsibilities:

• Receive, log, and distribute project documentation, including engineering deliverables, vendor submittals, and client/third-party documents, in a timely and accurate manner.
• Enter and maintain document metadata within the Electronic Document Management System (EDMS), ensuring accuracy, completeness, and proper document classification.
• Perform quality checks on incoming and outgoing documents to ensure compliance with numbering conventions, revision control, formatting standards, and project requirements.
• Maintain document registers and tracking logs to support visibility of document status, workflows, and deliverables.
• Generate and distribute system reports to support project teams, clients, and internal stakeholders as required.
• Support the implementation and adherence to document control procedures in alignment with company QMS and project-specific requirements.
• Assist with document transmittals, ensuring proper documentation, traceability, and audit readiness.
• Coordinate with engineering, project management, and vendor teams to ensure timely submission, review, and return of project documents.
• Support project closeout activities, including document reconciliation, final turnover packages, and records archiving.
• Maintain organized electronic and/or physical filing systems to ensure easy retrieval and audit compliance.
• Provide basic support and guidance to project team members on document control processes and EDMS usage.
• Identify and escalate discrepancies, missing information, or process issues to senior team members for resolution.
• Performs related duties, as needed.