MATRIX is seeking a highly skilled and experienced Document Controls Specialist to join our dynamic team. In this position, the Document Controls Specialist will support the client's corporate Project Management Office and assigned capital construction projects by establishing, administering, and maintaining effective document-control processes throughout the project lifecycle. This individual will manage the receipt, review, distribution, revision, retention, and final turnover of engineering, procurement, construction, vendor, and project-management documentation.
The Document Controls Specialist will work closely with project managers, engineering, procurement, construction teams, contractors, equipment vendors, and client stakeholders to ensure authorized users have timely access to complete, accurate, and current project information. The role requires a highly organized professional who understands formal document workflows, revision control, records traceability, and the documentation requirements associated with complex industrial construction projects.
DURATION: 12 Months
WORK SCHEDULE: TBD
LOCATION: Remote with light travel to select sites
ESSENTIAL FUNCTIONS & RESPONSIBLITIES:
- Establish and administer document-control processes for assigned capital and construction projects.
- Develop and maintain project document-control plans, procedures, workflows, numbering conventions, metadata requirements, and distribution matrices.
- Receive, register, classify, review, distribute, track, and archive project documentation.
- Maintain document registers and ensure document status, ownership, revision, approval, and distribution information remains current.
- Control engineering drawings, specifications, calculations, procedures, data sheets, reports, contracts, purchase orders, correspondence, and other project records.
- Manage contractor, consultant, supplier, and equipment-vendor document submissions and review workflows.
- Process and track submittals, transmittals, requests for information, technical queries, design changes, field changes, and other controlled project communications.
- Verify that documents comply with established naming, numbering, formatting, metadata, and submission requirements.
- Route documents to appropriate reviewers and approvers and monitor workflow status through completion.
- Follow up on overdue reviews, approvals, responses, and document deliverables.
- Ensure superseded or obsolete documents are appropriately identified, controlled, archived, and removed from active use.
- Maintain accurate revision histories and provide traceability between draft, reviewed, approved, issued-for-construction, as-built, and final-record documents.
- Support the controlled distribution of current drawings and specifications to project teams, contractors, vendors, and field personnel.
- Perform periodic document audits to confirm the accuracy, completeness, accessibility, and integrity of project records.
- Identify missing, inconsistent, duplicate, incorrectly classified, or improperly revised documents and coordinate corrective action.
- Produce document-control reports, including submission status, review-cycle performance, overdue items, upcoming deliverables, and turnover readiness.
- Coordinate with engineering, procurement, construction, quality, project controls, and project management to align document requirements with project milestones.
- Support project meetings by providing current document status, identifying overdue deliverables, and tracking required follow-up.
- Maintain appropriate access permissions and protect confidential, proprietary, commercial, and technical information.
- Assist project team members, contractors, and vendors with document-system access, procedures, and submission requirements.
- Support the development and improvement of PMO document-control standards, templates, training materials, and governance processes.
- Coordinate the collection, review, indexing, and turnover of final project records, including as-built drawings, vendor data, equipment manuals, test records, quality documentation, and commissioning records.
- Support project closeout by verifying that required documentation is complete, approved, properly indexed, and transferred to the appropriate operational or records-management system.
- Maintain project records in accordance with Element Solutions requirements and applicable contractual, regulatory, quality, and retention standards.
- Perform primarily office and non-manual work.
- Perform work related to the management or general business operations of MATRIX or its customers/clients, while exercising discretion and independent judgment with respect to matters of significance to MATRIX and its customers/clients.
- Interface with managers or head of a unit/department requiring the integration of multiple functional organizations.
- Use “lessons learned” to improve quality of MATRIX’s future projects; make recommendations to MATRIX as to the implementations of future policies and procedures.
REQUIRED QUALIFICATIONS:
- Demonstrated experience performing document control for capital, engineering, construction, manufacturing, or industrial projects.
- Experience managing technical documents, engineering drawings, specifications, vendor submittals, transmittals, and formal review workflows.
- Strong understanding of document numbering, metadata, revision control, distribution, approval status, and records traceability.
- Experience maintaining document registers and monitoring document deliverables across multiple organizations or disciplines.
- Ability to review submissions for compliance with established document-control requirements.
- Strong attention to detail and the ability to identify inconsistencies, missing information, and revision-control issues.
- Ability to manage a high volume of documents, workflows, deadlines, and stakeholder requests.
- Strong written and verbal communication skills.
- Proficiency with Microsoft Office, SharePoint, and electronic document-management or collaboration systems.
- Ability to work independently while coordinating effectively with project teams, contractors, consultants, and vendors.
- Ability to handle confidential, proprietary, commercial, and technical information appropriately. Ability to manage multiple assignments, deadlines, meetings, and stakeholder requests simultaneously.
- The ability to communicate well both verbally and written as a business necessity to ensure the safe and efficient operations of business. Clear, concise, and effective fluency in the English language is essential.
PREFERRED QUALIFICATIONS:
- Experience supporting high-value industrial construction or manufacturing-facility projects.
- Experience working within a corporate PMO or supporting multiple capital projects.
- Experience with engineering and construction document-management systems.
- Familiarity with Oracle Primavera Cloud or comparable enterprise project-management platforms.
- Experience supporting engineering, procurement, construction, commissioning, start-up, and project closeout.
- Familiarity with requests for information, technical queries, submittals, change documentation, and issued-for-construction workflows.
- Experience assembling final turnover packages and validating as-built, vendor, quality, commissioning, and operating documentation.
- Experience supporting specialty metals, chemical processing, advanced manufacturing, or similar industrial facilities.
— Sarah J.
·
Marketing Manager
★★★★★
Verified
