Senior Document Controller

The Senior Document Controller oversees all project documentation processes to ensure accuracy, compliance, accessibility, and timely distribution across the project lifecycle. This role is responsible for establishing and maintaining document control systems, managing workflows, enforcing version control, and ensuring that project teams, subcontractors, and stakeholders have access to current and approved information. The Document Control Manager plays a critical role in supporting project execution, quality assurance, and contractual compliance.

The Senior Document Controller shall maintain documents such as meeting minutes, drawings, specifications, approvals and related items including file migrations and audits, and perform administrative tasks as needed. Periodically, the Senior Document Controller may be responsible for training employees on records management procedures and policies, which include documentation, retention, retrieval, destruction and recovery.

DUTIES & RESPONSIBILITIES

Document Management & Control

• Develop, implement, and maintain the project document control procedures, standards, and workflows.
• Manage the receipt, review, distribution, and archiving of all project documentation, including drawings, specifications, RFIs, submittals, change orders, meeting minutes, schedules, and closeout materials.
• Ensure proper version control and traceability for all documents.
• Maintain accurate logs, registers, and metadata for all controlled documents.
• Oversee document numbering conventions and ensure consistency across all project files.

Systems & Technology

• Administer and optimize document management platforms (e.g., Procore, Aconex, BIM 360, SharePoint, Newforma, or similar).
• Train project teams and subcontractors on document control systems and best practices.
• Troubleshoot system issues and coordinate with software vendors or IT as needed.
• Ensure secure access permissions and data integrity across all platforms.

Quality Assurance & Compliance

• Ensure all documentation meets project, contractual, and regulatory requirements.
• Support QA/QC processes by ensuring timely distribution of approved documents to field teams and subcontractors.
• Monitor compliance with document control procedures and escalate issues when necessary.
• Assist with audits, both internal and external, by providing accurate and complete documentation records.

Project Coordination

• Collaborate closely with project managers, engineers, superintendents, subcontractors, and owners to ensure timely document flow.
• Track and report on document status, outstanding items, and upcoming deadlines.
• Coordinate document reviews, approvals, and transmittals.
• Support project startup and closeout documentation requirements, including O&M manuals, as-builts, warranties, and turnover packages.

Leadership & Management

• Lead and mentor document control staff (if applicable).
• Establish performance standards and ensure consistent execution across the team.
• Continuously improving document control processes to enhance efficiency and reduce risk.

QUALIFICATIONS

Required

• 5–10+ years of document control experience in construction, engineering, or related industries.
• Strong understanding of construction documentation, workflows, and terminology.
• Proficiency with major construction document management systems (Procore, Aconex, BIM 360, etc.).
• Excellent organizational skills and attention to detail.
• Strong communication skills and ability to work with diverse project teams.
• Ability to manage multiple priorities in a fast-paced environment.

Preferred

• Experience on large-scale, mission-critical, industrial, or infrastructure projects.
• Familiarity with ISO standards, QA/QC processes, and regulatory documentation requirements.
• Experience with BIM/VDC workflows and model-related documentation.
• Associate or bachelor’s degree in construction management, engineering, business administration, or related field.

Core Competencies

• Document management expertise
• Process development and enforcement
• Technical proficiency with construction software
• Communication and collaboration
• Problem-solving and critical thinking
• Quality and compliance mindset
• Time management and prioritization

 

WORKING CONDITIONS

• This position will be office