Document Controller

This is a fully remote position, open to applicants in Texas.

📋 Description

• Oversee a comprehensive document control system for electronic files.

• Implement consistent document naming standards, numbering systems, and classification methods.

• Receive, log, monitor, and distribute all incoming and outgoing documents, including drawings, standards, specifications, and change management materials.

• Ensure all documents are accurately categorized, stored, and backed up in designated repositories (e.g., SharePoint).

• Administer document version control, guaranteeing that only the most recent approved versions are available and that outdated documents are correctly archived.

• Identify and correct any discrepancies or errors in document metadata and naming conventions.

• Ensure adherence to internal document control protocols.

• Assist with both internal and external audits concerning document control processes.

• Facilitate the prompt distribution of documents to relevant stakeholders, both internal and external (e.g., project teams, contractors, vendors).

• Manage requests for documentation and ensure efficient file retrieval as necessary.

• Promote communication and collaboration by providing all team members with access to essential and up-to-date documentation.

• Assist in the maintenance and optimization of Document Management Systems (DMS) and related document control software (e.g., SharePoint).

• Develop and revise document control procedures, work instructions, and guidelines.

• Identify opportunities for process improvements and contribute to enhancing document management workflows.

• Maintain strict confidentiality regarding sensitive company and project information.

• Control access to confidential and proprietary documents based on established security protocols.

• Generate regular reports on document status, progress updates, document review cycles, and distribution logs for management and project teams.

⛳️ Requirements

• A Bachelor's degree in Interior Design, Architecture, Construction Management, Business Administration, Information Management, Library Science, or a related field is preferred.

• Relevant certifications in Document Control or Information Management are highly advantageous (e.g., Certified Document Controller).

• Demonstrated work experience (e.g., 2+ years) as a Document Controller, Document Administrator, or in a similar administrative capacity with a strong emphasis on document management.

• Experience with Electronic Document Management Systems (EDMS) is crucial, with a preference for SharePoint Online/Microsoft 365 experience.

• Familiarity with document control procedures and best practices, particularly in sectors such as construction, engineering, design, or architecture, is greatly preferred.

• Outstanding organizational and time management skills: Ability to handle a high volume of documents and effectively prioritize tasks.

• Exceptional attention to detail: Essential for ensuring accuracy and spotting discrepancies in documentation.

• Strong computer skills: Proficiency in Microsoft Office Suite (Word, Excel, Outlook) is mandatory.

• Solid understanding of SharePoint Online: Knowledge of the SharePoint online environment, including its integration with other Microsoft 365 applications (Teams, OneDrive, Outlook, etc.), and a willingness to learn more.

• Excellent verbal and written communication abilities: Capacity to convey information clearly and concisely to various stakeholders.

• Problem-solving skills: Ability to analyze issues and devise effective solutions related to document control.

• Proactive and capable of working independently: Self-motivated with the capacity to manage tasks autonomously while also collaborating effectively within a team.

• Accurate data entry and typing skills: Efficient and precise data input capabilities.

• Understanding of confidentiality and data security principles.

🏝️ Benefits

• Health, vision, and dental insurance

• Flexible spending accounts

• Health savings accounts

• Retirement savings plans

• Life and disability insurance programs

• Paid and unpaid time away from work