Document Controls Specialist

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

📋 Description

• Establish and manage document-control procedures for designated capital and construction projects.

• Create and uphold project document-control plans, procedures, workflows, numbering conventions, metadata requirements, and distribution matrices.

• Receive, register, categorize, review, distribute, monitor, and archive project documentation.

• Maintain document registers along with the current status, ownership, revision, approval, and distribution information of documents.

• Control engineering drawings, specifications, calculations, procedures, data sheets, reports, contracts, purchase orders, correspondence, and other project records.

• Oversee document submissions and review workflows from contractors, consultants, suppliers, and equipment vendors.

• Process and track submittals, transmittals, requests for information, technical inquiries, design changes, field changes, and other regulated project communications.

• Ensure compliance with naming, numbering, formatting, metadata, and submission criteria.

• Route documents to reviewers and approvers while monitoring workflow status until completion.

• Follow up on overdue reviews, approvals, responses, and document deliverables.

• Manage superseded or obsolete documents and maintain revision histories and records traceability.

• Support the controlled distribution of current drawings and specifications.

• Conduct periodic document audits and coordinate corrective actions for missing, inconsistent, duplicate, or improperly revised documents.

• Generate document-control reports on submission status, review-cycle efficiency, overdue items, upcoming deliverables, and turnover readiness.

• Coordinate document requirements with engineering, procurement, construction, quality, project controls, and project management teams.

• Assist project meetings by providing current document status and tracking follow-ups.

• Maintain access permissions while safeguarding confidential, proprietary, commercial, and technical data.

• Aid project members, contractors, and vendors with document-system access, procedures, and submission protocols.

• Support PMO document-control standards, templates, training materials, and governance processes.

• Coordinate the collection, review, indexing, and turnover of final project records.

• Assist in project closeout and transfer complete, approved, and indexed documentation to operational or records-management systems.

• Maintain records in accordance with Element Solutions requirements and relevant contractual, regulatory, quality, and retention standards.

• Primarily perform office-based and non-manual work.

• Interact with managers or department heads to integrate multiple functional organizations.

• Utilize lessons learned to enhance future projects and propose policies and procedures to MATRIX.

⛳️ Requirements

• Proven experience in document control for capital, engineering, construction, manufacturing, or industrial projects.

• Background in managing technical documents, engineering drawings, specifications, vendor submittals, transmittals, and formal review workflows.

• Comprehensive understanding of document numbering, metadata, revision control, distribution, approval status, and records traceability.

• Experience in maintaining document registers and monitoring document deliverables across various organizations or disciplines.

• Capability to review submissions for adherence to established document-control standards.

• Strong attention to detail with the ability to identify inconsistencies, missing information, and revision-control challenges.

• Proficient in managing a high volume of documents, workflows, deadlines, and stakeholder requests.

• Excellent written and verbal communication skills.

• Proficiency in Microsoft Office, SharePoint, and electronic document management or collaboration systems.

• Ability to work independently while coordinating efforts with project teams, contractors, consultants, and vendors.

• Competence in handling confidential, proprietary, commercial, and technical information appropriately.

• Capacity to manage multiple assignments, deadlines, meetings, and stakeholder requests concurrently.

• Clear, concise, and effective fluency in the English language is essential.

• Preferred: experience supporting high-value industrial construction or manufacturing facility projects.

• Preferred: experience working within a corporate PMO or supporting multiple capital projects.

• Preferred: familiarity with engineering and construction document management systems.

• Preferred: knowledge of Oracle Primavera Cloud or similar enterprise project-management platforms.

• Preferred: experience supporting engineering, procurement, construction, commissioning, start-up, and project closeout activities.

• Preferred: familiarity with requests for information, technical inquiries, submittals, change documentation, and issued-for-construction workflows.

• Preferred: experience assembling final turnover packages and validating as-built, vendor, quality, commissioning, and operational documentation.

• Preferred: experience in supporting specialty metals, chemical processing, advanced manufacturing, or similar industrial facilities.

🏝️ Benefits

• 12-month duration.

• Remote work with occasional travel to select sites.