Document Control Specialist

Role Overview

The Document Control Specialist will be responsible for overseeing and managing project documentation using various Document Management Systems such as Aconex and SharePoint. This role requires ensuring effective coordination of document submission and review processes among clients, PMO teams, consultants, and contractors to facilitate timely approval cycles.

Key Responsibilities

• Oversee storage and maintenance of all project documentation, including drawings, RFIs, technical submissions, compliance records, and correspondence.
• Coordinate the flow of documents to guarantee prompt submission, review, and approval by all stakeholders.
• Regularly update and manage document registers to keep an accurate record of ongoing documents.
• Monitor and track incoming and outgoing documentation, ensuring precise logging, distribution, and record-keeping.
• Follow up proactively with reviewers to expedite feedback and ensure compliance with deadlines.
• Ensure strict version control so that only the most current approved documents are in circulation.
• Create and distribute transmittals with detailed and fully traceable records.
• Support program teams with deliverable tracking and maintaining systematic documentation organization.
• Provide assistance in audit preparation by securing complete and well-archived documentation.
• Protect document confidentiality, integrity, and accuracy throughout the program duration.

Qualifications and Experience

• Bachelor’s degree in a relevant discipline (BA or BS).
• At least 3 years experience functioning as a Document Controller with practical use of industry-standard Document Management Systems such as Aconex, SharePoint, or EDMS.
• Fluency in both written and spoken English.
• Competency with Microsoft Office applications, especially Word, Excel, and Outlook.
• Strong knowledge of document control methodologies, workflows, and procedures within PMO frameworks.
• Excellent organizational and communication capabilities, with an aptitude for coordinating multiple parties effectively.
• Familiarity with clerical duties, administrative support, and customer service best practices.
• Ability to juggle multiple competing priorities, maintain focus, and meet deadlines within dynamic project settings.