Document Control Administrator

PTS Advance; Dallas (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

PTS Advance is seeking a Document Control Administrator for the Wet Gas Scrubber Project in Dallas, TX. The role focuses on managing and controlling all project documentation across engineering, procurement, construction, quality, and commissioning phases.

Responsibilities include maintaining document registers, revising histories, providing timely access to current documents, and coordinating reviews with multiple teams.

Qualifications

• Associate degree or equivalent experience in Business Administration, Engineering Support, or related field.
• Minimum of 3 years of document control experience on industrial, refinery, oil and gas, petrochemical, or EPC projects.
• Experience supporting construction or capital projects is preferred.
• Familiarity with refinery documentation and engineering workflows is an advantage.

Responsibilities

• Establish and maintain the project's document control system.
• Receive, log, classify, distribute, and archive all incoming and outgoing project documentation.
• Maintain document registers, transmittals, revision histories, and document status reports.
• Ensure all project documents are correctly numbered, formatted, and revision-controlled.
• Coordinate document reviews and approvals between engineering, procurement, construction, quality, and client representatives.
• Issue controlled copies of drawings, specifications, procedures, and technical documents to project personnel.
• Maintain records of RFIs, submittals, technical queries, and correspondence.
• Monitor document review cycles and follow up on overdue approvals.
• Ensure superseded documents are removed from active use and archived appropriately.
• Support engineering and construction teams by providing timely access to current project documentation.
• Maintain electronic and hard-copy filing systems in accordance with project procedures.
• Prepare weekly and monthly document status reports for project management.
• Assist with turnover documentation and final project record books and closeout packages.
• Coordinate with vendors and subcontractors for timely submission of required documentation.
• Maintain confidentiality and security of project records.

Skills

Document control

EDMS

Microsoft Office

SharePoint

Aconex

Procore

OpenText

Organization

Time management

Education

Associate degree

Equivalent experience

Tools

EDMS

Office Suite

SharePoint

Aconex

Procore

OpenText

Job description

Position Summary

The Document Control Administrator is responsible for managing, tracking, distributing, and maintaining all project documentation for the Wet Gas Scrubber Project. This role ensures that engineering, procurement, construction, quality, and commissioning documents are accurately controlled throughout the project lifecycle in accordance with project procedures, client requirements, and document management standards.

Key Responsibilities

• Establish and maintain the project's document control system.
• Receive, log, classify, distribute, and archive all incoming and outgoing project documentation.
• Maintain document registers, transmittals, revision histories, and document status reports.
• Ensure all project documents are correctly numbered, formatted, and revision-controlled.
• Coordinate document reviews and approvals between engineering, procurement, construction, quality, and client representatives.
• Issue controlled copies of drawings, specifications, procedures, and technical documents to project personnel.
• Maintain accurate records of Requests for Information (RFIs), submittals, technical queries, and correspondence.
• Monitor document review cycles and follow up on overdue approvals.
• Ensure superseded documents are removed from active use and archived appropriately.
• Support engineering and construction teams by providing timely access to current project documentation.
• Maintain electronic and hard-copy filing systems in accordance with project procedures.
• Prepare weekly and monthly document status reports for project management.
• Assist with turnover documentation and preparation of final project record books and closeout packages.
• Coordinate with vendors and subcontractors to ensure timely submission of required documentation.
• Maintain confidentiality and security of project records.

Qualifications

• Associate degree or equivalent experience in Business Administration, Engineering Support, or a related field.
• Minimum of 3 years of document control experience on industrial, refinery, oil and gas, petrochemical, or EPC projects.
• Experience supporting construction or capital projects is preferred.
• Familiarity with refinery documentation and engineering workflows is an advantage.

Required Skills

• Strong knowledge of document control principles and revision management.
• Experience with electronic document management systems (EDMS).
• Proficiency in Microsoft Office Suite, particularly Excel, Word, and Outlook.
• Experience with systems such as SharePoint, Aconex, Procore, OpenText, or similar document management platforms is preferred.
• Excellent organizational and time management skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities in a fast-paced project environment.
• Effective written and verbal communication skills.
• Ability to work independently and collaboratively with multidisciplinary teams.

Preferred Experience

• Experience supporting environmental compliance or emissions control projects.
• Experience with mechanical, piping, civil, electrical, and instrumentation documentation.
• Familiarity with turnover packages, as-built documentation, and project closeout processes.
• Knowledge of quality management documentation, including inspection and test plans (ITPs), material certifications, and quality records.