Role Summary The Document Controller manages the intake, distribution, revision tracking, and archiving of all project drawings, specifications, RFIs, submittals, and contract documentation. This role ensures compliance with naming conventions, quality standards, and access control across design, engineering, and construction phases.
Key Responsibilities
- Establish and enforce document control procedures and metadata schemas across active projects.
- Process, distribute, and track incoming and outgoing project documentation (drawings, specifications, RFIs, submittals, transmittals, and change orders).
- Maintain revision control and ensure that project teams have access to current, approved versions.
- Coordinate document reviews, sign-offs, and approvals between design teams, contractors, and owners.
- Manage and monitor document workflow status to facilitate timely routing, review, resolution of issues, and final issuance.
- Prepare document control registers, transmittal logs, and status reports for project leadership.
- Manage project closeout and handover documentation, ensuring final deliverables meet archive requirements.
- Ensure compliance with document control standards, quality protocols, and regulatory requirements.
- Validate document format, metadata, revision status, and presentation requirements in accordance with client and company standards.
- Collaborate with clients, contractors, and key project stakeholders to ensure timely submission and retrieval of project documentation.
- Support vendor and construction document workflows, including shop drawings, vendor submittals, field updates, RFIs, change notices, and issued-for-construction document sets.
- Support internal and external audits by maintaining complete records and assisting with the retrieval and verification of required documentation.
Qualifications & Skills Required
- 3+ years of document control, compliance, or other relevant experience within Architecture, Engineering, or Construction (AEC) space.
- Solid understanding of standard AEC document lifecycle stages and revision workflows.
- Proficiency with Electronic Document Management Systems (EDMS)
- Basic knowledge of Office productivity Suites.
- Strong organization, analytical, written, and verbal communication skills.
- Ability to work both independently and collaboratively as part of a multidisciplinary team.
- Experience managing document workflows, logs, registers, metadata, revision controls, and information repositories.
- Ability to manage multiple priorities and deadlines in a fast-paced project environment while maintaining accuracy and attention to detail.
Preferred Technical Skills
- Procore: Experience managing construction submittals, RFIs, drawing revisions, and transmittals.
- Autodesk Vault: Experience managing engineering data, CAD file revisions, check-in/check-out workflows, and lifecycle states.
- Autodesk Forma: Familiarity with managing early-stage conceptual design models, documentation, and design team data exchange.
- Audit Compliance: Document registers and metadata consistently verified during internal and external audits.