Document Control Specialist

Responsibilities

• Manage and maintain project documents using systems such as Aconex, SharePoint, or other Document Management System (DMS) platforms.
• Coordinate document flow between the Client, PMO team, Consultants, and Contractors to support timely submission, review, and approval.
• Maintain and update document registers, including drawings, RFIs, technical submittals, deliverables, compliance sheets and program correspondence.
• Track all incoming and outgoing documents, maintaining proper logging, distribution, and filing.
• Monitor document review cycles and follow up with stakeholders to secure timely responses and adherence to deadlines.
• Verify that all submissions comply with program requirements, procedures, and quality standards.
• Maintain strict version control so that only the latest approved documents are used.
• Prepare and issue transmittals with accurate records and full traceability.
• Support program teams in tracking deliverables and maintaining organized documentation.
• Assist in audit preparation by keeping documentation complete and properly archived.
• Safeguard the confidentiality, accuracy, and integrity of all program documentation throughout the program lifecycle.

Qualifications

• Bachelor’s degree (BA/BS) in a relevant field.
• Minimum of 3 years of experience as a Document Controller, with hands-on experience using industry-standard Document Management Systems (e.g., Aconex, SharePoint, EDMS).
• Strong command of written and spoken English.
• Proficient in Microsoft Office applications, particularly Word, Excel, and Outlook.
• Good understanding of document control processes, procedures, and workflows within PMO environments.
• Strong organizational and communication skills, with the ability to coordinate effectively with multiple stakeholders.
• Familiarity with administrative, clerical, and customer service practices.
• Ability to manage multiple tasks, prioritize workload, and meet deadlines in a fast-paced project environment.