Supervisor-Document Control

Tallgrass•Houston, TX

23h

About The Position

The Supervisor, Document Control supervises the document control function and supports the development, implementation, and ongoing management of Tallgrass’s Enterprise Document Management System (EDMS). The role oversees document control processes, ensures proper document handling and retention, and provides leadership and guidance to document control employees and stakeholders across the organization. The EDMS houses drawings, specifications, project records, facility documentation, and related materials to support efficient, accurate, secure, and timely retrieval. The position helps ensure documents are received, logged, indexed with appropriate metadata, distributed, archived, and maintained according to company procedures, project requirements, and business needs. It works closely with Project Management, Engineering, Project Execution, Operations, IT, and other stakeholders to support consistent document control practices across the organization. The position supervises document control employees and may oversee direct reports, contractors, or other assigned resources. Supervisory duties may include assigning and prioritizing work, monitoring workload and deliverables, coaching and training, reviewing work quality, supporting performance feedback, participating in hiring and onboarding, supporting employee development, and ensuring compliance with document control procedures and company expectations. Job level will be commensurate with the successful candidate’s experience and skill set.

Requirements

Post-secondary study resulting in at least an associate degree, or at least five years of direct work experience in document control, records management, project administration, or document administration as a substitute for a degree.
At least 10 years of experience in document control, document administration, records management, project documentation, or a related field.
Prior experience leading, coordinating, or supervising document control activities or employees.
Intermediate proficiency with Microsoft Office applications, including Excel, Word, Access, PowerPoint, Outlook, Teams, and SharePoint.
Extensive experience with Microsoft SharePoint and other Microsoft Office Suite applications.
Experience with Enterprise Document Management Systems, document control systems, or records management platforms.
Strong understanding of document control procedures, document lifecycle management, metadata, revision control, and records retention practices.
Experience tracking, processing, filing, and maintaining large volumes of documents.
Ability to develop procedures, workflows, training materials, and process documentation.
Ability to supervise work assignments, monitor progress, and ensure quality and timely completion of deliverables.
Strong leadership skills, including the ability to supervise, coach, develop employees, communicate expectations clearly, and hold team members accountable.
Exceptional written and verbal communication skills.
Strong administrative and organizational skills, attention to detail, and commitment to accuracy.
Ability to establish priorities, manage individual and team workloads, organize work to meet deadlines, and successfully handle multiple tasks with strict deadlines.
Ability to work effectively with a wide variety of people and departments and in a team environment; take direction from management; adhere to required work schedules; focus on details; and follow work rules.
Ability to maintain confidentiality and handle sensitive company information appropriately.
Must be able to perform all essential and marginal functions of the job.
Must possess and maintain a valid driver’s license and a driving record satisfactory to the company and its insurers, if travel is required.

Nice To Haves

Experience supporting engineering, construction, project management, energy, pipeline, or industrial project documentation.

Responsibilities

Supervise the document control function and document control employees, contractors, or other assigned resources.
Support the development, implementation, and ongoing management of the Enterprise Document Management System.
Oversee document control processes and ensure proper document handling and retention.
Ensure documents are received, logged, indexed with appropriate metadata, distributed, archived, and maintained in accordance with company procedures, project requirements, and business needs.
Work with Project Management, Engineering, Project Execution, Operations, IT, and other stakeholders to support consistent document control practices.
Assign and prioritize work and monitor workload, progress, and deliverables.
Coach and train employees and support employee development.
Review work quality and support performance feedback.
Participate in hiring and onboarding.
Ensure compliance with document control procedures and company expectations.
Support continuous improvement and process standardization.
Professionally address and resolve documentation errors, process gaps, and stakeholder concerns.
Organize and prioritize daily work for self and assigned staff, meeting deadlines and ensuring timely completion of deliverables.