Lead Document Controller

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Essential Duties and Responsibilities 

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

 Principal Duties and Responsibilities:  

Strategy and Procedure Development: Develop, implement, and maintain robust information and document management policies, procedures, and systems aligned with corporate and project objectives. Lead the standardization of documentation workflows and data governance protocols across the organization to ensure replicable success, efficiency, and consistency on all future infrastructure projects. 

System Administration: Administer enterprise-level Electronic Document Management Systems (EDMS) (e.g., Aconex, SharePoint, e-Builder, Procore etc.), including configuring access rights, permissions, and user training. 

Document Lifecycle Management: Oversee the entire lifecycle of project documentation, including creation, review, approval, version control, distribution, modification, and archiving of all technical documents, drawings, specifications, contracts, and correspondence. 

Quality Control and Compliance: Conduct regular audits to ensure data integrity, accuracy, and completeness of all documentation. Ensure strict compliance with regulatory requirements, company policies, and industry standards. 

Team Leadership and Training: Supervise, guide, and train document control personnel and project teams on documentation procedures and best practices. Foster a culture of compliance and efficiency. 

Coordination and Collaboration: Liaise with project managers, engineers, subcontractors, vendors, and clients to coordinate document flow, track submittals, RFIs (Requests for Information), and change orders, ensuring timely reviews and approvals. 

Performance Monitoring and Reporting: Track, audit, and report documentation progress using Key Performance Indicators (KPIs) and status reports. Identify bottlenecks and implement corrective actions as needed. 

Archival and Handover: Manage the preparation and transfer of final project documentation and data to operations, ensuring complete and accurate handover for facility management and future reference. 

Problem-Solving and Support: Act as the primary point of contact for resolving document-related issues, responding to information requests (including potential legal demands like Freedom of Information Law requests), and troubleshooting EDMS problems. 

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Skills 

The requirements listed below are representative of acquired skills required. 

Technical Skills 

Document Management: In-depth knowledge of revision and version control, review cycle management, change control, document distribution processes, supplier document handling. 

Data Governance and Security: Overseeing data governance practices, ensuring confidentiality, integrity, and availability of enterprise data, and maintaining robust information security. 

Technical Proficiency: In-depth knowledge of Electronic Document Management Software and Systems, Working knowledge of: IT infrastructure, network architecture, cybersecurity best practices. 

Data Analysis and Reporting: Expertise in leading the technical and analytical aspects of data collection and management, interpreting operational data, and creating reports for stakeholders. 

Regulatory Compliance: Understanding and ensuring adherence to relevant industry standards concerning data and records management. 

Quality Assurance: Monitoring completed work and implementing processes to maintain high standards of data quality and operational efficiency.  

Soft Skills & Attributes 

Excellent organizational and time-management skills with attention to detail. 

Strong analytical and critical thinking skills to assess situations, identify issues, and implement sound, timely solutions, often under pressure. 

Excellent verbal and written communication skills for reporting to senior management, negotiating with vendors, and explaining technical issues/strategies to non-technical stakeholders. 

Collaborative mindset with the ability to coordinate across diverse stakeholders (owners, EPCs, consultants, suppliers, subcontractors). 

Proactive, self-driven, and capable of working independently in a fast-paced project environment as well as a larger more strategic environment. 

Education, Certifications, and Experience  

Education & Experience 

Bachelor’s degree in Information Management, Business Administration, Engineering, Project Controls, or related field (or equivalent combination of education and experience). 

10+  years of information management/document control experience; renewable energy, power generation, CCUS, hydrogen, ammonia, or related energy infrastructure project experience strongly preferred. 

Proven track record in developing and maintaining EDMS for companies, departments and/or large projects. 

Experience supporting projects through multiple lifecycle phases: Conceptual, Pre-FEED, FEED, EPC, commissioning, and startup. 

Physical and Environmental Conditions 

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

Physical Requirement 

Must be able to work in an office environment with limited travel to sites for document management or document consolidation purposes. 

During limited site visits: 

Must be able to see and respond to dangerous situations. 

Must be able to wear personal protective gear at times 

Must be able to work in cold environments and on concrete floors for limited durations 

Must be able to traverse irregular and steep terrain intermittently 

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required. Duties, responsibilities and activities may change, or new ones may be assigned at any time with or without notice.