Job Description

Job Description

Job Description

Job Summary:

The Document Control Specialist will manage, organize, and maintain the flow of documentation across multiple departments to ensure compliance with internal and external standards. This role requires strong attention to detail, communication, and proficiency with document control software and processes.

Key Responsibilities:

• Document Management: Ensure proper control, storage, and maintenance of all company documents, including policies, procedures, contracts, and technical documents.
• Document Distribution: Facilitate the timely distribution of documents to internal teams, clients, and vendors, ensuring that all recipients have the latest revisions.
• Compliance: Ensure that all controlled documents comply with company standards, project-specific requirements, and industry regulations, including ISO, safety, and contractual specifications.
• Version Control: Track and manage document versioning to ensure that the most up-to-date documents are being used at all times.
• Audit Support: Maintain organized records and provide documentation to support internal and external audits, inspections, and reviews.
• Document Retrieval: Assist with retrieving, filing, and archiving documents as necessary, including the creation and upkeep of a centralized document repository.
• Reporting: Generate regular reports on document control activities and provide updates on the status of critical documents.
• Collaboration: Work closely with project teams, management, and external stakeholders to ensure the smooth flow of documentation.
• Training: Provide guidance and training to staff on document control procedures, software, and best practices.

Qualifications:

• Education: Bachelor’s degree in business administration, information management, or a related field preferred.
• Experience:
  • 3+ years of experience in document control or a similar role, preferably within a government contracting or defense industry setting.
  • Experience working in a high-security, regulated environment is a plus.
• Technical Skills:
  • Proficiency with document control software (such as SharePoint, Aconex, or similar platforms).
  • Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint).
  • Familiarity with project management software is advantageous.
• Skills:
  • Excellent organizational and multitasking skills.
  • Strong attention to detail and accuracy.
  • Effective verbal and written communication skills.
  • Ability to work under pressure and meet tight deadlines.

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