Position Purpose:
The Document Controller is responsible for managing the entire lifecycle of documentation and information flow within a construction Project. This critical role ensures the accuracy, integrity, traceability, and accessibility of all Project-related documents and records, guaranteeing compliance with Project and Program requirements and supporting effective project execution. Success requires meticulous attention to detail, strong organizational skills, and proficiency in specialized document management systems.
Primary Duties/Responsibilities:
- Document Control Strategy, Governance, and Reporting:
- Develop, enforce, and continuously improve document control processes, procedures, and standards to ensure consistency, accuracy, and compliance with regulatory and industry requirements.
- Establish and maintain naming conventions, file structures, and metadata standards for organizing and categorizing Project documents.
- Produce document control reports and metrics, and identify and report document-related issues or risks.
- Document Management System (DMS) Administration:
- Implement and maintain a centralized document management system (DMS), utilizing Procore as the primary control system for the project.
- Configure and customize the DMS to meet project-specific requirements, including managing Procore tools (Documents, Drawings, RFIs, Submittals), access controls, version control, metadata accuracy, classification, and workflow setup.
- Maintain electronic and hard copy document repositories.
- Document Lifecycle Management and Quality Assurance:
- Manage the full document lifecycle from receipt and submission through review, approval, distribution, and final archiving.
- Facilitate the review and approval of all Project documents, drawings, and specifications by designated stakeholders, ensuring revisions and updates are accurately recorded, tracked, and communicated.
- Monitor document review cycles and ensure timely responses where required by prescribed periods.
- Conduct regular audits and reviews to verify compliance with procedures, reviewing documents for accuracy, completeness, and formatting.
- Stakeholder Coordination, Distribution, and Security:
- Serve as the primary point of contact for document control inquiries from Project teams, clients, subcontractors, and vendors.
- Manage document distribution lists and access permissions to ensure authorized stakeholders have timely access to relevant documents.
- Monitor and track document access, downloads, and revisions to maintain document security and confidentiality, including sensitive information.
- Training, Archiving, and Retention:
- Provide comprehensive training and support to Project teams and stakeholders on document control processes and systems.
- Establish and coordinate document archiving and retention policies, schedules, and procedures to ensure the long-term preservation and secure disposal of Project records upon completion.
Work Environment:
- This is a critical, full-time, onsite position (5 days per week) at the Haworth Water Treatment Plant, supporting a major capital project and capital program where daily collaboration and physical documentation control are essential.