Lead Document Controller

Bureau Veritas • Remo, VA

1d • Remote

About The Position

Lead Document Controller is responsible for defining, implementing, and overseeing all information and document management processes across energy infrastructure engineering projects. This role ensures efficient document flow, rigorous quality control, adherence to industry standards (such as ISO 9001 and ISO 19650), and the seamless handover of documentation and data upon project completion. The individual should be autonomous and have the ability to recommend a document management system and build and execute a document control process for an energy infrastructure project with several engineering and construction contractors.  The individual in this role will have strong preference for transition into a management role leading a team of document control specialists and collaborate with cross-functional departments, contractors, and clients to maintain a single version-controlled document library for all project and department documentation.

Requirements

• Document Management: In-depth knowledge of revision and version control, review cycle management, change control, document distribution processes, supplier document handling.
• Data Governance and Security: Overseeing data governance practices, ensuring confidentiality, integrity, and availability of enterprise data, and maintaining robust information security.
• Technical Proficiency: In-depth knowledge of Electronic Document Management Software and Systems, Working knowledge of: IT infrastructure, network architecture, cybersecurity best practices.
• Data Analysis and Reporting: Expertise in leading the technical and analytical aspects of data collection and management, interpreting operational data, and creating reports for stakeholders.
• Regulatory Compliance: Understanding and ensuring adherence to relevant industry standards concerning data and records management.
• Quality Assurance: Monitoring completed work and implementing processes to maintain high standards of data quality and operational efficiency.
• Excellent organizational and time-management skills with attention to detail.
• Strong analytical and critical thinking skills to assess situations, identify issues, and implement sound, timely solutions, often under pressure.
• Excellent verbal and written communication skills for reporting to senior management, negotiating with vendors, and explaining technical issues/strategies to non-technical stakeholders.
• Collaborative mindset with the ability to coordinate across diverse stakeholders (owners, EPCs, consultants, suppliers, subcontractors).
• Proactive, self-driven, and capable of working independently in a fast-paced project environment as well as a larger more strategic environment.
• Bachelor’s degree in Information Management, Business Administration, Engineering, Project Controls, or related field (or equivalent combination of education and experience).
• 10+  years of information management/document control experience; renewable energy, power generation, CCUS, hydrogen, ammonia, or related energy infrastructure project experience strongly preferred.
• Proven track record in developing and maintaining EDMS for companies, departments and/or large projects.
• Experience supporting projects through multiple lifecycle phases: Conceptual, Pre-FEED, FEED, EPC, commissioning, and startup.

Responsibilities

• Strategy and Procedure Development: Develop, implement, and maintain robust information and document management policies, procedures, and systems aligned with corporate and project objectives. Lead the standardization of documentation workflows and data governance protocols across the organization to ensure replicable success, efficiency, and consistency on all future infrastructure projects.
• System Administration: Administer enterprise-level Electronic Document Management Systems (EDMS) (e.g., Aconex, SharePoint, e-Builder, Procore etc.), including configuring access rights, permissions, and user training.
• Document Lifecycle Management: Oversee the entire lifecycle of project documentation, including creation, review, approval, version control, distribution, modification, and archiving of all technical documents, drawings, specifications, contracts, and correspondence.
• Quality Control and Compliance: Conduct regular audits to ensure data integrity, accuracy, and completeness of all documentation. Ensure strict compliance with regulatory requirements, company policies, and industry standards.
• Team Leadership and Training: Supervise, guide, and train document control personnel and project teams on documentation procedures and best practices. Foster a culture of compliance and efficiency.
• Coordination and Collaboration: Liaise with project managers, engineers, subcontractors, vendors, and clients to coordinate document flow, track submittals, RFIs (Requests for Information), and change orders, ensuring timely reviews and approvals.
• Performance Monitoring and Reporting: Track, audit, and report documentation progress using Key Performance Indicators (KPIs) and status reports. Identify bottlenecks and implement corrective actions as needed.
• Archival and Handover: Manage the preparation and transfer of final project documentation and data to operations, ensuring complete and accurate handover for facility management and future reference.
• Problem-Solving and Support: Act as the primary point of contact for resolving document-related issues, responding to information requests (including potential legal demands like Freedom of Information Law requests), and troubleshooting EDMS problems.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees