Document Control Manager

Spitzer Industries • Houston, TX

11h • Hybrid

About The Position

The Document Control Lead directs the day-to-day execution of project and quality document control activities. This role establishes priorities, assigns work, verifies accuracy and completeness, coordinates document requirements with project stakeholders, and ensures controlled records are issued, maintained, compiled, reviewed, and delivered in accordance with project specifications and company procedures. The Lead serves as the primary operational point of contact for document control issues and supports the development, consistency, and accountability of the document control team. The position remains hands-on and performs document control duties when workload, schedule, or project risk requires direct support.

Requirements

• High school diploma or equivalent required
• Five or more years' experience in document control or a related field is preferred, including experience coordinating complex projects or quality documentation.
• Prior experience providing work direction, training, quality review, or functional leadership to document control personnel is preferred.
• Working knowledge of controlled-document practices, revision control, transmittals, document registers, MTRs, quality records, and final data book compilation.
• Proficiency with Microsoft Office and Adobe software; ability to learn and administer client or company document management systems.
• Strong written and verbal communication, organization, prioritization, problem-solving, and customer relations skills.
• Ability to read project specifications and convert requirements into clear tracking, assignment, and verification activities.
• Ability to manage multiple priorities, maintain attention to detail, and work effectively under project deadlines.

Nice To Haves

• Additional education or training in document control, quality, records management, or project administration is preferred.

Responsibilities

• Plan and prioritize document control activities across assigned projects based on milestones, client requirements, fabrication status, and turnover dates.
• Assign work, balance workload, communicate deadlines, and follow up on completion of document control deliverables.
• Review team output for accuracy, completeness, naming consistency, revision status, transmittal history, and compliance with project requirements before release.
• Train and coach document control personnel on company procedures, project-specific requirements, client systems, filing standards, and data book expectations.
• Maintain standard work practices, checklists, registers, templates, and quality checks to support consistent execution across projects.
• Lead routine document status reviews and communicate priorities, constraints, overdue items, and required decisions to project stakeholders.
• Identify gaps or recurring errors and implement practical corrective actions, process improvements, or refresher training.
• Support workforce planning by communicating staffing needs, schedule conflicts, and capacity concerns to management.
• Serve as the first point of escalation for document control questions and resolve issues within delegated authority.
• Promote accountability, teamwork, professional communication, and timely handoffs within the document control function.
• Interpret client specifications, purchase order requirements, document matrices, and project procedures to establish the project document control plan and deliverable index.
• Collect quality documents, including ITPs, WPSs, NDE procedures, drawings, reports, MTRs, and supporting records, and submit them to clients using approved transmittal processes.
• Create and maintain project document indexes, drawing registers, submittal logs, approval status logs, and other tracking tools required by the project.
• Confirm returned documents are processed with the correct approval status, job number, date, initials, and applicable AFC or controlled-copy identification before distribution.
• Issue current approved documents to the shop, Quality Control, Project Management, and other authorized users, and remove or supersede obsolete versions as required.
• Create data book tables of contents and establish data book files or binders early in the project; monitor record collection throughout fabrication rather than waiting until project closeout.
• Review data book content for completeness, legibility, traceability, indexing, sequence, and conformance with client requirements before internal or client review.
• Coordinate review of reports, MTRs, data books, and turnover packages with on-site client inspectors and responsible internal personnel; track comments through closure and final approval.
• Create and maintain the Project Manager checklist in the project folder and assign the applicable SII serial number.
• Create and update client-furnished material logs from delivery tickets; distribute receipt notifications to Project Management, Production, Quality Control, and the client, and file scanned records in the project folder.
• Enter MTRs into the SII MTR database, assign SII code numbers, and maintain material records in accordance with project-specific requirements.
• Maintain controlled copies of the Quality Manual, operating procedures, and local work instructions; issue controlled or uncontrolled copies as authorized.
• Maintain organized network folders and electronic project records using approved naming, revision, access, and retention practices.
• Assist with client and internal audits by locating records, demonstrating document traceability, and coordinating responses to documentation findings.
• Coordinate final document turnover, verify receipt when required, and retain project records in accordance with applicable requirements.
• Maintain accurate and current document status information that supports project decision-making and schedule control.
• Meet internal and client due dates and provide early notice when a deadline or deliverable is at risk.
• Protect document integrity by preventing unauthorized, incomplete, obsolete, or incorrectly revised information from being issued.
• Communicate clearly and professionally with internal departments, inspectors, clients, and vendors.
• Maintain confidentiality and appropriate access to controlled projects and quality records.
• Demonstrate ownership of assigned projects and follow issues through documented closure.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: High school or GED