Document Control Specialist

Responsibilities

Role Overview

The Document Controller / Document Management Specialist is responsible for the effective management, control, administration, and coordination of project and operational documentation throughout its lifecycle.

The role ensures that all documentation is accurately recorded, maintained, reviewed, approved, distributed, and archived in accordance with established business processes, client requirements, quality standards, and applicable industry regulations.

The successful candidate will work closely with engineering, project management, construction, commissioning, operations, contractors, suppliers, consultants, and other stakeholders to ensure documentation is delivered accurately, efficiently, and within agreed project timescales.

Working Hours & Time Zone

• The role requires the successful candidate to work hours aligned with the US Eastern Time (ET) zone to ensure effective communication and collaboration with the Client and project teams based in the United States.
• The successful candidate must be able to work during agreed US Eastern Time business hours, which may require an adjusted working schedule depending on the candidate’s location.
• Flexibility may be required to attend project meetings, support documentation activities, and respond to time-sensitive document control requirements during US Eastern Time working hours.
• Working hours will be agreed in advance based on project and Client requirements.

Key Responsibilities

Document Control & Management

• Administer and maintain the Autodesk Forma Electronic Document Management System (EDMS), including uploading, classifying, naming, filing, tracking, and distributing project and operational documentation.
• Ensure all documentation is managed in accordance with approved document control procedures, project requirements, client standards, and business processes.
• Conduct regular document audits and quality checks to verify compliance with approved standards, procedures, naming conventions, and relevant industry or regulatory requirements.
• Monitor and track project documentation and deliverables to ensure submissions, reviews, approvals, and final deliverables are completed within agreed timescales.
• Manage the complete document lifecycle, including document registration, identification, revision control, review, approval, distribution, superseding, withdrawal, retirement, and archiving.
• Maintain accurate document numbering and naming structures in accordance with Client and project-specific requirements.
• Ensure documentation is correctly uploaded, indexed, categorised, and maintained within the designated document management platform.
• Coordinate the preparation, compilation, and management of As-Built documentation to support project completion, final handover, and integration into the Client’s systems.
• Develop, implement, and continuously improve document management procedures, workflows, templates, and standards.
• Establish consistent and efficient document management practices across project and operational teams.
• Perform ongoing document quality assurance checks and provide regular status reports, trackers, dashboards, and other management information to the Client and project teams.
• Identify potential documentation issues, delays, and backlogs at an early stage and work proactively with relevant workstream leaders to resolve issues that could affect project deliverables or milestones.
• Provide guidance, training, and support to project personnel and other users on document control procedures, systems, and standards.
• Manage and maintain both electronic and physical document archives, ensuring information is securely stored, readily accessible, and retained in accordance with applicable requirements.

Data & Platform Administration

• Configure, maintain, update, and administer document management platforms to support project and operational requirements.
• Maintain accurate document registers, metadata, workflows, and associated system information.
• Manage user accounts, including the creation, amendment, maintenance, and removal of user access.
• Manage user permissions, access levels, and security rights in accordance with established procedures.
• Provide first-line technical and system support to users and resolve document management or platform-related issues where possible.
• Escalate technical or system issues to the appropriate support teams when required.
• Develop and maintain user guides, training materials, and supporting documentation for document management systems.
• Deliver training and practical guidance to Client teams and project personnel on the effective use of document management platforms and associated processes.
• Support the implementation of system improvements, process changes, and new document management requirements.

Stakeholder & Project Support

• Build and maintain effective working relationships with stakeholders across all disciplines and levels of the organisation.
• Collaborate with engineering, construction, commissioning, operations, project management, contractors, suppliers, consultants, and other external partners.
• Ensure documentation requirements, processes, and standards are clearly communicated and consistently applied across project workstreams.
• Proactively monitor documentation progress and identify potential risks to project schedules, deliverables, and milestones.
• Work closely with workstream leaders to resolve documentation issues, outstanding submissions, review comments, approval delays, and potential backlogs.
• Anticipate documentation risks and take proactive measures to prevent delays to project deliverables.
• Provide accurate and timely documentation status information to support project reporting, governance, and decision-making.
• Coordinate with stakeholders working across different locations and time zones, ensuring effective communication and timely completion of documentation activities.

Essential Qualifications & Experience

• Minimum 3 years’ experience in document control, document management, information management, or a similar documentation-focused role.
• Bachelor’s or Master’s degree, or an equivalent relevant qualification.
• Demonstrable experience working with Electronic Document Management Systems (EDMS).
• Experience administering document management platforms, preferably Autodesk Forma or a comparable EDMS.
• Strong understanding of document control principles, document lifecycle management, revision control, and information management practices.
• Experience supporting projects within engineering, construction, commissioning, operations, life sciences, or other regulated environments would be advantageous.

Essential Skills & Competencies

• Excellent knowledge of document control and document management practices and processes.
• Strong knowledge and practical experience of Electronic Document Management Systems (EDMS).
• Excellent attention to detail and a structured, methodical approach to document management.
• Strong organisational and time-management skills, with the ability to manage multiple priorities and deadlines.
• Ability to anticipate and identify potential documentation backlogs or process risks before they impact project delivery.
• Strong communication and interpersonal skills, with the ability to work effectively with people at all levels of an organisation.
• Ability to collaborate effectively across multiple disciplines and workstreams.
• Experience working with contractors, suppliers, consultants, and project partners.
• Ability to understand, implement, and maintain client-specific document control procedures, standards, and naming conventions.
• Strong problem-solving skills and the ability to resolve documentation issues proactively and collaboratively.
• Ability to produce clear and accurate document status reports, trackers, dashboards, and management information.
• Confident in providing training, guidance, and technical support to users of document management systems.
• Strong commitment to data accuracy, document quality, compliance, confidentiality, and information security.
• Ability and willingness to work US Eastern Time (ET) hours as required by the Client.
• Comfortable working with geographically distributed teams and managing documentation across different locations and time zones.