Document Controls

CorePhase • Hubbard, TX

3h

About The Position

The Document Controls role is responsible for developing and implementing a comprehensive document control plan aligned with owner requirements and project execution strategy. This includes establishing document numbering, naming conventions, metadata standards, and workflows, and serving as the authority for document control procedures across all project stakeholders. The position involves managing and administering the document management system (DMS), ensuring proper version control, revision tracking, audit trails, and applying appropriate workflows and RA(S)CI matrices. Key duties also include maintaining accurate logs for various project documents, controlling access permissions, and ensuring data security. The role coordinates document flow between engineering, procurement, and construction teams, tracks engineering deliverables, and supports field teams with timely access to documentation. It also involves monitoring EPC contractor and vendor compliance, reviewing submittal procedures, and ensuring vendor documentation meets owner standards. Furthermore, the Document Controls professional provides regular reporting on document status, performs audits for compliance, identifies and corrects documentation gaps, and supports quality and commissioning teams. A critical aspect is leading the document turnover process to operations, compiling as-built documentation, and supporting digital twin or asset management system integration for large-scale industrial or mission-critical construction projects.

Requirements

• Bachelor’s degree in Engineering, Construction Management, Business, or related field (or equivalent experience)
• 7+ years of document control experience on large-scale industrial or mission-critical construction projects
• Deep understanding of EPC project workflows and engineering/construction document lifecycles
• Proficiency with document management systems (Aconex, Procore, SharePoint, Autodesk Construction Cloud, etc.)
• Strong knowledge of submittals, RFIs, transmittals, and turnover documentation processes

Nice To Haves

• Experience working in an Owner’s Representative or Owner environment strongly preferred
• Experience on data center construction projects preferred

Responsibilities

• Develop and implement the document control plan aligned with owner requirements and project execution strategy
• Establish document numbering, naming conventions, metadata standards, and workflows
• Serve as the authority for document control procedures across all project stakeholders
• Ensure alignment between EPC systems and owner systems (e.g., Aconex, Procore, SharePoint, etc.)
• Manage and administer the document management system (DMS) for the project
• Ensure proper version control, revision tracking, and audit trails for all documents
• Ensure proper workflows and RA(S)CI matrix applied to all documentation
• Maintain accurate logs for drawings, specifications, RFIs, submittals, transmittals, and vendor data
• Control access permissions and ensure data security and integrity
• Coordinate document flow between engineering, procurement, and construction teams
• Track and manage engineering deliverables, ensuring adherence to schedule and completeness
• Support field teams with timely access to latest IFC drawings and technical documentation
• Ensure redlines, as-builts, and turnover documentation are properly captured and maintained
• Monitor EPC contractor and vendor compliance with document control requirements
• Review and enforce submittal procedures, including tracking approvals and re-submissions
• Ensure vendor documentation (O&M manuals, warranties, test reports) meets owner standards
• Interface with suppliers to ensure timely submission of critical documentation
• Provide regular reporting on document status, overdue items, and key risks
• Perform audits to ensure compliance with document control procedures and standards
• Identify gaps, inconsistencies, or risks in documentation and drive corrective actions
• Support quality and commissioning teams with documentation readiness for system turnover
• Lead the document turnover process to operations, ensuring completeness and accuracy
• Compile and validate final as-built documentation packages
• Ensure all systems, equipment, and assets are properly documented for handover
• Support digital twin or asset management system integration where applicable

What This Job Offers

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