Document Controller

Position Overview

Join a dynamic organization where innovation meets opportunity. At Parsons, we empower professionals to unlock their full potential in an environment that values agility, fosters growth, and celebrates individuality. As a Document Controller, you will play a pivotal role in ensuring the seamless management of critical project and organizational documentation, enabling teams to deliver exceptional results while maintaining compliance with industry standards and regulatory requirements.

Key Responsibilities

The Document Controller is responsible for overseeing the lifecycle of all project and organizational documents, ensuring accuracy, accessibility, and compliance with established procedures. Your core duties will include:

• Document Management & Control:
  • Develop, implement, and maintain robust document control procedures, numbering systems, and filing structures to streamline document handling.
  • Receive, log, track, and distribute incoming and outgoing documents, including drawings, specifications, reports, submittals, RFIs, contracts, and correspondence.
  • Ensure that only current and approved versions of documents are circulated, while superseded versions are clearly marked and archived.
  • Maintain meticulous electronic and physical document registers, including accurate metadata, revision history, and status updates.
  • Manage document transmittals to and from clients, consultants, contractors, vendors, and internal teams to facilitate smooth project execution.
• System Administration:
  • Administer and operate Electronic Document Management Systems (EDMS) or Common Data Environments (CDE), such as Aconex or SharePoint.
  • Configure project folders, user permissions, workflows, and templates in alignment with company and client specifications.
  • Provide technical support to users, assisting with access management, uploads, downloads, searches, and troubleshooting.
  • Conduct regular audits of the EDMS to verify data integrity, consistency, and adherence to industry standards.
• Quality, Compliance & Standards:
  • Uphold company document control procedures, quality management systems, and client-specific requirements to ensure compliance.
  • Verify documents for completeness, correct formatting, naming conventions, revision control, and necessary approvals before issuance.
  • Support ISO or other certification and compliance initiatives by maintaining precise document records and logs.
  • Assist in preparing documentation for audits, inspections, and management reviews to demonstrate adherence to standards.
• Coordination & Communication:
  • Facilitate the efficient flow of documents between internal departments and external stakeholders, ensuring timely reviews and responses.
  • Monitor and follow up on outstanding document reviews, approvals, and action items to prevent delays.
  • Generate and distribute regular reports on document status, overdue items, and key performance metrics to project management teams.
  • Provide support to project teams by retrieving documents, fulfilling search requests, and addressing information queries.
• Archiving & Closeout:
  • Organize and maintain document archives for both active and closed projects in accordance with established retention policies.
  • Prepare comprehensive handover documentation packages for clients, including final approved drawings, manuals, certificates, and records.
  • Ensure all as-built and final documents are properly labeled, indexed, and stored for long-term accessibility and reference.

Qualifications & Experience

To excel in this role, you will need the following qualifications and experience:

• A high school diploma or equivalent; post-secondary education in administration, records management, or a related field is considered an asset.
• Minimum of six years of hands-on experience in document control, records management, or administrative support, with a preference for roles in engineering, construction, oil & gas, utilities, or similar project-driven environments.
• Proven experience working with Electronic Document Management Systems (EDMS) or Common Data Environments (CDE).

While not mandatory, the following qualifications will enhance your candidacy:

• Prior experience as a Document Controller on large-scale projects or within a Project Management Office (PMO) or engineering environment.
• Familiarity with industry standards and best practices for document control and records management.
• A foundational understanding of engineering and construction documentation, including drawings, specifications, RFIs, submittals, and method statements.
• Exposure to compliance frameworks such as ISO or other regulatory standards.

If you are a detail-oriented professional with a passion for organization and a commitment to excellence, we invite you to apply and become an integral part of our team.