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Job Description:

Parsons is looking for an amazingly talented Document Control Lead to join our team! In this role you will get to oversee the document control function for the organization or project, ensuring that all documents are properly recorded, stored, and distributed to the relevant parties in a timely manner. This role requires strong leadership, organizational skills, and a deep understanding of document management processes. The Document Control Lead will supervise a team of document controllers, implement best practices, and ensure compliance with industry standards, all while improving processes and systems to drive efficiency.

What You’ll Be Doing:

Document Control System Management:

• Lead and maintain the document control system to ensure all documents (e.g., contracts, drawings, reports, specifications) are properly organized, classified, and stored in accordance with company policies and project requirements.

• Ensure that documents are correctly labeled, indexed, and easily accessible to authorized users.

• Develop and implement document control procedures and systems to manage both paper-based and electronic documents across multiple projects.

Team Leadership and Supervision:

• Supervise, mentor, and train the document control team, ensuring they are equipped with the necessary skills to manage document-related tasks efficiently.

• Assign and monitor team responsibilities, ensuring proper work distribution and the timely completion of tasks.

• Conduct regular performance evaluations and provide guidance on best practices in document control.

Document Distribution and Coordination:

• Oversee the timely distribution of documents to project stakeholders, ensuring that all relevant parties have access to the most up-to-date information.

• Coordinate with internal teams, clients, contractors, and other external stakeholders to facilitate the exchange and review of documentation.

• Maintain a tracking system for document submissions and approvals, ensuring that documents are reviewed and approved in a timely manner.

Quality Control and Compliance:

• Ensure that all project documentation complies with regulatory requirements, client specifications, and industry standards (e.g., ISO 9001, contract specifications).

• Conduct regular audits of the document control system to identify discrepancies or missing information and take corrective action.

• Maintain and enforce document control procedures to ensure accuracy, consistency, and compliance with company policies.

Version Control and Archiving:

• Manage version control for all documents, ensuring that the most current and relevant version is available for review and use.

• Implement an effective system for archiving and retrieving documents at the end of each project phase or at project completion.

• Develop and maintain a secure system for the long-term storage of project documents in compliance with legal and organizational requirements.

Reporting and Documentation Tracking:

• Generate and maintain regular reports on document control activities, including the status of document submissions, approvals, and revisions.

• Provide updates to management on document control performance and highlight any issues or concerns that may affect the project schedule or document flow.

• Monitor and ensure compliance with the document review and approval process, ensuring all necessary signatures and approvals are obtained.

Continuous Improvement:

• Identify opportunities for process improvements in document control, including software tools, procedures, and workflows.

• Stay up-to-date with the latest document management technologies and trends, implementing new tools and solutions to improve efficiency and accuracy.

• Provide recommendations to management on best practices and strategies for optimizing document control processes.

Document Security and Confidentiality:

• Ensure that sensitive or confidential documents are handled and stored securely, in line with company policies and relevant regulations.

• Oversee access controls, ensuring that only authorized individuals can access specific documents or files.

• Maintain confidentiality of sensitive information and ensure that documents are not altered or distributed without proper authorization.

What Required Skills You’ll Bring:

• Education: Bachelor’s degree in Business Administration, Information Management, Engineering, or a related field.

• Experience:

  • Minimum of 5-7 years of experience in document control or records management, with at least 2-3 years in a leadership or supervisory role.

  • Proven experience in managing document control systems and teams for large-scale projects or organizations.

  • Experience with document management software such as Aconex, Procore, SharePoint, or similar platforms.

• Skills & Knowledge:

  • In-depth knowledge of document control procedures, standards, and regulations (ISO, industry-specific standards).

  • Strong organizational skills, with the ability to manage large volumes of documents efficiently.

  • Excellent attention to detail, ensuring accuracy and completeness of all documents.

  • Ability to lead and manage a team, ensuring productivity and compliance with project deadlines.

  • Strong communication skills, both written and verbal, to facilitate communication with stakeholders at all levels.

  • Proficiency in MS Office Suite (Word, Excel, Outlook) and familiarity with document management systems.

What Desired Skills You’ll Bring:

• Certification in document control (e.g., Certified Document Controller or ISO 9001) or records management.

• Experience in the construction, engineering, or oil and gas industries is a plus.

• Familiarity with contract management and engineering documentation.

• Strong knowledge of legal and regulatory document retention requirements.

• Familiarity with the integration of document control systems with project management and enterprise resource planning (ERP) software.

Parsons equally employs representation at all job levels no matter the race, color, religion, sex (including pregnancy), national origin, age, disability or genetic information.

We truly invest and care about our employee’s wellbeing and provide endless growth opportunities as the sky is the limit, so aim for the stars! Imagine next and join the Parsons quest—APPLY TODAY!

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