Document Controls Specialist
Posted 2hrs ago
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Job Description
Document Controls Specialist managing engineering and construction records for MATRIX’s capital projects. Maintaining workflows, revisions, submissions, audits, and final turnover documentation.
Responsibilities:
- Establish and administer document-control processes for assigned capital and construction projects
- Develop and maintain project document-control plans, procedures, workflows, numbering conventions, metadata requirements, and distribution matrices
- Receive, register, classify, review, distribute, track, and archive project documentation
- Maintain document registers and current document status, ownership, revision, approval, and distribution information
- Control engineering drawings, specifications, calculations, procedures, data sheets, reports, contracts, purchase orders, correspondence, and other project records
- Manage contractor, consultant, supplier, and equipment-vendor document submissions and review workflows
- Process and track submittals, transmittals, requests for information, technical queries, design changes, field changes, and other controlled project communications
- Verify compliance with naming, numbering, formatting, metadata, and submission requirements
- Route documents to reviewers and approvers and monitor workflow status through completion
- Follow up on overdue reviews, approvals, responses, and document deliverables
- Control superseded or obsolete documents and maintain revision histories and records traceability
- Support controlled distribution of current drawings and specifications
- Perform periodic document audits and coordinate corrective action for missing, inconsistent, duplicate, or improperly revised documents
- Produce document-control reports on submission status, review-cycle performance, overdue items, upcoming deliverables, and turnover readiness
- Coordinate document requirements with engineering, procurement, construction, quality, project controls, and project management teams
- Support project meetings with current document status and follow-up tracking
- Maintain access permissions and protect confidential, proprietary, commercial, and technical information
- Assist project members, contractors, and vendors with document-system access, procedures, and submission requirements
- Support PMO document-control standards, templates, training materials, and governance processes
- Coordinate collection, review, indexing, and turnover of final project records
- Support project closeout and transfer complete, approved, and indexed documentation to operational or records-management systems
- Maintain records according to Element Solutions requirements and applicable contractual, regulatory, quality, and retention standards
- Perform primarily office and non-manual work
- Interface with managers or department heads requiring integration of multiple functional organizations
- Use lessons learned to improve future projects and recommend policies and procedures to MATRIX
Requirements:
- Demonstrated experience performing document control for capital, engineering, construction, manufacturing, or industrial projects
- Experience managing technical documents, engineering drawings, specifications, vendor submittals, transmittals, and formal review workflows
- Strong understanding of document numbering, metadata, revision control, distribution, approval status, and records traceability
- Experience maintaining document registers and monitoring document deliverables across multiple organizations or disciplines
- Ability to review submissions for compliance with established document-control requirements
- Strong attention to detail and ability to identify inconsistencies, missing information, and revision-control issues
- Ability to manage a high volume of documents, workflows, deadlines, and stakeholder requests
- Strong written and verbal communication skills
- Proficiency with Microsoft Office, SharePoint, and electronic document-management or collaboration systems
- Ability to work independently while coordinating with project teams, contractors, consultants, and vendors
- Ability to appropriately handle confidential, proprietary, commercial, and technical information
- Ability to manage multiple assignments, deadlines, meetings, and stakeholder requests simultaneously
- 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: experience with engineering and construction document-management systems
- Preferred: familiarity with Oracle Primavera Cloud or comparable enterprise project-management platforms
- Preferred: experience supporting engineering, procurement, construction, commissioning, start-up, and project closeout
- Preferred: familiarity with requests for information, technical queries, submittals, change documentation, and issued-for-construction workflows
- Preferred: experience assembling final turnover packages and validating as-built, vendor, quality, commissioning, and operating documentation
- Preferred: experience supporting specialty metals, chemical processing, advanced manufacturing, or similar industrial facilities
Benefits:
- 12-month duration
- Remote work with light travel to select sites
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