Document Control Clerk

CTS-Complete Technical Services, Inc.; Houston (TX); On-site; USD 42,000 - 65,000; Full time

Job summary

CTS-Complete Technical Services, Inc. is seeking a detail-oriented Document Control Clerk to support day-to-day Electronic Document Management System activities for project and vendor documentation.

You will receive, log, quality-check, track, prepare, upload, and transmit documents in line with company procedures and approved workflows. You will assist the Document Control Engineering Specialist and Lead by maintaining trackers, preparing upload packages, supporting Teams folders, and

Responsibilities

• Monitor assigned document intake sources daily.
• Acknowledge receipt of submissions within required timeframes.
• Log incoming documents and drawings in the appropriate register or tracker.
• Maintain accurate status updates for submissions, reviews, uploads, and transmittals.
• Track vendor/contractor deliverables, including 30/60/90 deliverable uploads and as-built drafts.
• Prepare upload, review, and transmittal packages for publishing or distribution.

Job description

The Document Control Clerk provides day-to-day Electronic Document Management System support for project and vendor/contractor documentation. This role receives, logs, quality-checks, tracks, prepares, uploads, and transmits documents in accordance with company procedures, project requirements, and approved workflows.

The Clerk supports the Document Control Engineering Specialist and Document Control Lead by maintaining accurate trackers, preparing complete upload/transmittal packages, supporting Teams folder structures, and coordinating vendor/contractor document intake and review activities.

Accountability and Ownership

The Document Control Clerk is responsible for:

• Supporting project Microsoft Teams site setup and folder population using the approved taxonomy.
• Granting Teams site access as directed by the Document Control Lead’s access policy.
• Monitoring document intake locations, including:
• Project Teams folders
• Logging project, vendor, contractor, and non-vendor submissions into the appropriate Master Document Register, tracker, or vendor document log.
• Performing initial quality, completeness, naming, metadata, and formatting checks.
• Preparing upload, review, and transmittal packages for publishing or distribution.
• Uploading validated vendor/contractor documents into Hexagon SDx, where assigned.
• Maintaining revision logs, upload records, transmittal records, distribution lists, and weekly activity/status reports.
• Escalating quality, access, technical, contractual, or overdue deliverable issues to the appropriate owner.

Primary Responsibilities

Document Intake and Logging

• Monitor assigned document intake sources daily.
• Acknowledge receipt of submissions within required timeframes.
• Log incoming documents and drawings in the appropriate register or tracker.
• Maintain accurate status updates for submissions, reviews, uploads, and transmittals.
• Track vendor/contractor deliverables, including 30/60/90 deliverable uploads and as-built drafts, when applicable.

Quality and Completeness Checks

• Perform initial quality checks for:
• File naming
• Required attachments
• Drawing/document numbering
• Revision information
• Compliance with MDRs, checklists, and project requirements
• Review vendor/contractor submission types such as:
• Datasheets
• Material Test Reports
• General Arrangements
• Bills of Lading
• Other project-required deliverables
• Return incomplete or nonconforming submissions to the originator with a deficiency list.
• Log returned submissions and requested corrections.

Teams Site and Folder Support

• Request IT support to create project Microsoft Teams sites and complete provisioning tasks as needed.
• Create project Teams subchannels and populate folder structures according to the approved taxonomy.
• Maintain contractor folders and general project file structures.
• Provide or coordinate access to contractors, construction teams, and project team members as directed.
• Escalate access or technical issues to the Document Control Engineering Specialist or IT.

Uploads, Reviews, and Transmittals

• Prepare validated upload and transmittal packages, including:
• Required attachments
• Bluebeam review packages
• Upload validated vendor/contractor documents into Hexagon SDx, where assigned.
• Prepare packages for the Document Control Engineering Specialist to publish when required.
• Release vendor packages to Bluebeam for review.
• Collect, log, and track reviewer comments.
• Transmit reviewed or approved documents back to suppliers or contractors.
• Maintain upload, review, and transmittal records.

Drawing and Document Numbering

• Assign drawing and document numbers as directed by the Document Control Engineering Specialist.
• Ensure numbering aligns with Tallgrass Energy Project Management Procedures.
• Support external Engineering, Procurement, and Construction contractors with numbering requirements as assigned.

Reporting and Records Maintenance

• Maintain:
• Master Document Registers
• Upload logs
• Weekly activity summaries
• Provide weekly Master Document Register or status updates to the Document Control Engineering Specialist and Document Control Lead.
• Support archiving tasks, including box and label preparation, under direction from the Document Control Engineering Specialist or Document Control Lead.

Contractor and Vendor Support

• Provide contractors and vendors with templates, submission guidance, and onboarding support related to document control requirements.
• Support contractor use of Teams folders and document submission processes.
• Escalate overdue items greater than five business days to the Contract Manager, Project Manager, QA, or other appropriate party, as required.
• Escalate nonconformances or recurring submission issues in accordance with the applicable Contract Management Plan or Quality Management Plan.

Authority

The Document Control Clerk has authority to:

• Return incomplete or nonconforming submissions with a documented deficiency list.
• Request clarification or resubmittal from originators, vendors, or contractors.
• Update Master Document Register, vendor tracker, and status fields according to defined workflows.
• Prepare uploads, transmittals, and review packages.
• Execute Teams access provisioning as directed.
• Escalate technical, contractual, access, overdue, or quality issues to the appropriate lead or support function.
• Populated Microsoft Teams site and folder structure
• Registered Master Document Register entries
• Logged project, vendor, and contractor submissions
• Validated upload packages
• Bluebeam review packages
• SDx upload records
• Weekly activity summaries
• Weekly vendor/contractor status reports
• As-built upload support
• Archive box and label preparation support

This role supports the following project management plans and related procedures: