Document Controller

Pond & Company; Bogotá; On-site; COP 42,000,000 - 66,000,000; Full time

Job summary

Pond & Company seeks a Document Controller for its Energy team in Bogotá, Colombia. The role supports US-based engineering and construction projects by managing documentation, maintaining records, and ensuring proper organization, review, and distribution throughout the project lifecycle.

The ideal candidate has 2–4 years of document control or administrative experience, hands-on Procore usage, and English proficiency at C1 level or higher to coordinate with US-based teams.

Qualifications

• Associate's or bachelor's degree in Business Administration, Information Management, or related field preferred.
• 2–4 years of document control, project administration, or related administrative support experience.
• Hands-on experience using Procore is required.
• Experience maintaining document control systems, logs, registers, and revision histories.
• Understanding of document management practices, version control, workflows, and record retention.
• Strong proficiency in Word, Excel, and Outlook.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and coordinate with multidisciplinary teams.

Responsibilities

• Maintain project document control systems, logs, registers, and tracking records to ensure accurate and up-to-date documentation.
• Manage receipt, review, organization, distribution, retrieval, and archiving of project documents.
• Utilize Procore to manage project documentation, track revisions, and support document workflows.
• Ensure documents are properly named, formatted, categorized, and tagged with metadata.
• Monitor revisions and version control to ensure teams use the most current information.
• Perform quality checks on incoming/outgoing documents for completeness and compliance.
• Coordinate with project managers, engineers, designers, clients, and stakeholders to distribute and retrieve documents.
• Track submissions, reviews, approvals, and outstanding items to support schedules.
• Maintain organized electronic records accessible to authorized team members.
• Support audits by maintaining traceable project records.
• Assist teams with formatting, filing, and client-specific documentation standards.
• Identify and resolve document control discrepancies and version issues.
• Follow procedures for confidentiality and retention; support multiple projects in deadline-driven environments.

Skills

Document control

Procore

MS Word

MS Excel

MS Outlook

Organizational skills

Communication skills

Education

Associate's degree

Bachelor's degree

Tools

SharePoint

Newforma

Aconex

Job description

*Resume/CV must be submitted in English*

About the Position

Pond is seeking a Document Controller to join our growing Energy team in Bogotá, Colombia. In this role, you will support engineering and construction-related projects for clients across the United States by managing project documentation, maintaining accurate records, and ensuring documents are properly organized, reviewed, distributed, and maintained throughout the project lifecycle.

The ideal candidate will have 2–4 years of experience in document control or administrative support, with hands-on experience using Procore. This is an excellent opportunity to support multidisciplinary project teams while helping maintain document accuracy, version control, and compliance with project and client requirements.

• Maintain project document control systems, logs, registers, and tracking records to ensure accurate and up-to-date documentation.
• Manage the receipt, review, organization, distribution, retrieval, and archiving of project documents.
• Utilize Procore to manage project documentation, maintain document records, track revisions, and support document workflows.
• Ensure documents are properly named, formatted, categorized, and tagged with the appropriate metadata.
• Monitor document revisions and version control to ensure project teams are working from the most current approved information.
• Perform quality checks on incoming and outgoing documents to verify completeness, accuracy, and compliance with established procedures.
• Coordinate with project managers, engineers, designers, clients, and other stakeholders to facilitate timely document distribution and retrieval.
• Track document submissions, reviews, approvals, and outstanding items to support project schedules and deliverable requirements.
• Maintain organized electronic records and ensure project documentation is accessible to authorized team members.
• Support internal and external audits by maintaining complete, traceable, and properly organized project records.
• Assist project teams with document formatting, filing, and compliance with client-specific documentation standards.
• Identify and resolve document control discrepancies, missing information, and version control issues.
• Follow established company procedures and client requirements for document management, confidentiality, and record retention.
• Support multiple projects and document control priorities in a deadline-driven environment.

Requirements

• Associate's or bachelor's degree in Business Administration, Information Management, or a related field preferred.
• 2–4 years of experience in document control, project administration, or a related administrative support role.
• Hands-on experience using Procore is required.
• Experience maintaining document control systems, logs, registers, and revision histories.
• Understanding of document management practices, version control, document workflows, and record retention.
• Strong proficiency in Microsoft Office applications, particularly Word, Excel, and Outlook.
• Strong organizational skills and attention to detail, with the ability to manage high volumes of documentation.
• Excellent written and verbal communication skills.
• Ability to identify discrepancies, follow established procedures, and maintain accurate documentation.
• Ability to manage multiple priorities, meet deadlines, and work effectively with multidisciplinary project teams.

Additional Requirements

• English proficiency at C1 level or higher is required to effectively support U.S.-based projects, teams, and clients.
• Must be comfortable communicating directly with U.S.-based colleagues and participating in project meetings and document coordination activities in English.
• Ability to review, organize, and manage project documentation written in English.
• Procore experience is a firm requirement; candidates must have prior hands-on experience using the platform.
• Familiarity with engineering, construction, or professional-services project environments is preferred.
• Experience supporting U.S.-based projects or working with international teams is preferred.
• Familiarity with additional document management platforms, such as SharePoint, Newforma, or Aconex, is an advantage.
• Ability to work flexible hours as needed to coordinate with U.S.-based teams across time zones.
• Must be self-motivated, detail oriented, and capable of working independently while contributing effectively to a collaborative team environment.
• Position is primarily office based and requires regular computer use.