Document Controller

Veolia • Haworth, NJ

21h • Onsite

About The Position

The Document Controller is responsible for managing the entire lifecycle of documentation and information flow within a construction Project. This critical role ensures the accuracy, integrity, traceability, and accessibility of all Project-related documents and records, guaranteeing compliance with Project and Program requirements and supporting effective project execution. Success requires meticulous attention to detail, strong organizational skills, and proficiency in specialized document management systems.

Requirements

• Bachelor's degree in information management, library science, engineering, or a related field.
• Minimum 5 years of experience as a Document Control professional on large EPC or capital projects.
• Minimum 2 years of hands-on, administrative-level experience with Procore is required, specifically using the Documents, Drawings, RFIs, and Submittals tools.
• Proficiency in Microsoft Word, Excel, and PowerPoint or Google Workspace equivalents.
• Exceptional organizational, communication, and interpersonal skills.
• Strong understanding of document control principles, practices, standards, and regulatory requirements, with a commitment to compliance and continuous improvement.
• Procore system expertise and user support capability.
• Meticulous attention to detail and accuracy in document management and record-keeping, including the ability to manage high document volumes and ensure document traceability.
• Ability to work effectively in a fast-paced environment, prioritize tasks, and adapt to changing Project requirements or circumstances.

Nice To Haves

• Proficiency in other document management systems (e.g., SharePoint, Documentum, AoDoc) is also desirable.
• Professional certifications such as Certified Document Controller (CDC) or Certified Records Manager (CRM) are desirable.

Responsibilities

• Develop, enforce, and continuously improve document control processes, procedures, and standards to ensure consistency, accuracy, and compliance with regulatory and industry requirements.
• Establish and maintain naming conventions, file structures, and metadata standards for organizing and categorizing Project documents.
• Produce document control reports and metrics, and identify and report document-related issues or risks.
• Implement and maintain a centralized document management system (DMS), utilizing Procore as the primary control system for the project.
• Configure and customize the DMS to meet project-specific requirements, including managing Procore tools (Documents, Drawings, RFIs, Submittals), access controls, version control, metadata accuracy, classification, and workflow setup.
• Maintain electronic and hard copy document repositories.
• Manage the full document lifecycle from receipt and submission through review, approval, distribution, and final archiving.
• Facilitate the review and approval of all Project documents, drawings, and specifications by designated stakeholders, ensuring revisions and updates are accurately recorded, tracked, and communicated.
• Monitor document review cycles and ensure timely responses where required by prescribed periods.
• Conduct regular audits and reviews to verify compliance with procedures, reviewing documents for accuracy, completeness, and formatting.
• Serve as the primary point of contact for document control inquiries from Project teams, clients, subcontractors, and vendors.
• Manage document distribution lists and access permissions to ensure authorized stakeholders have timely access to relevant documents.
• Monitor and track document access, downloads, and revisions to maintain document security and confidentiality, including sensitive information.
• Provide comprehensive training and support to Project teams and stakeholders on document control processes and systems.
• Establish and coordinate document archiving and retention policies, schedules, and procedures to ensure the long-term preservation and secure disposal of Project records upon completion.

Benefits

• Paid time off policies
• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Savings accounts
• Tuition reimbursement
• Paid volunteering
• Employer sponsored 401(k) plan
• Sick leave – 56 hours
• Observed Holidays – 11 days
• Vacation – Flexible Time Off
• Eligible for up to 10% Annual Performance Bonus

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level