Document Control Manager

ADP, Inc.; Houston (TX); On-site; USD 70,000 - 110,000; Full time

Job summary

The Spitzer Companies in Houston, TX seeks a Document Control Manager to lead day-to-day document control for multiple projects, ensuring accuracy, timely delivery, and compliance with client specifications and internal procedures.

You will supervise document control staff, coordinate with PM, QA, engineering, procurement, and client reps, and drive process improvements while maintaining data integrity and audit readiness.

Qualifications

• High school diploma or equivalent required; additional education or training in document control, quality, records management, or project administration is preferred.
• Proven experience in document control or related field; leadership or coordination experience is a plus.
• Proficiency with Microsoft Office and Adobe software; ability to learn document management systems.

Responsibilities

• Direct day-to-day document control activities across projects to establish and maintain plan indices, transmissals, and data book entries.
• Train, coach, and supervise Document Control Administrators and Clerks; ensure accuracy and compliance before release.
• Coordinate with Project Management, Quality Control, Engineering, Procurement, Production, and client representatives; escalate risks as needed.

Skills

Communication

Organization

Prioritization

Problem-solving

Customer relations

Education

High school diploma or equivalent

Document control/training or related education

Tools

Microsoft Office

Adobe software

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Document Control Manager

Full time salar non exempt Indirect Houston, TX, US

3 days ago Requisition ID: 1367

POSITION PURPOSE

The Document Control Lead directs the day-to-day execution of project and quality document control activities. This role establishes priorities, assigns work, verifies accuracy and completeness, coordinates document requirements with project stakeholders, and ensures controlled records are issued, maintained, compiled, reviewed, and delivered in accordance with project specifications and company procedures.

The Lead serves as the primary operational point of contact for document control issues and supports the development, consistency, and accountability of the document control team. The position remains hands-on and performs document control duties when workload, schedule, or project risk requires direct support.

REPORTS TO / LEADS

• Reports to the Director of Projects
• Provides daily work direction to Document Control Administrators and Document Control Clerks.
• Coordinates closely with Project Management, Quality Control, Engineering, Procurement, Production, and client representatives.
• Escalates documentation risks, overdue approvals, incomplete records, and resource constraints to the appropriate manager.

LEADERSHIP RESPONSIBILITIES

• Plan and prioritize document control activities across assigned projects based on milestones, client requirements, fabrication status, and turnover dates.
• Assign work, balance workload, communicate deadlines, and follow up on completion of document control deliverables.
• Review team output for accuracy, completeness, naming consistency, revision status, transmittal history, and compliance with project requirements before release.
• Train and coach document control personnel on company procedures, project‑specific requirements, client systems, filing standards, and data book expectations.
• Maintain standard work practices, checklists, registers, templates, and quality checks to support consistent execution across projects.
• Lead routine document status reviews and communicate priorities, constraints, overdue items, and required decisions to project stakeholders.
• Identify gaps or recurring errors and implement practical corrective actions, process improvements, or refresher training.
• Support workforce planning by communicating staffing needs, schedule conflicts, and capacity concerns to management.
• Serve as the first point of escalation for document control questions and resolve issues within delegated authority.
• Promote accountability, teamwork, professional communication, and timely handoffs within the document control function.

TECHNICAL AND PROJECT RESPONSIBILITIES

• Interpret client specifications, purchase order requirements, document matrices, and project procedures to establish the project document control plan and deliverable index.
• Collect quality documents, including ITPs, WPSs, NDE procedures, drawings, reports, MTRs, and supporting records, and submit them to clients using approved transmittal processes.
• Create and maintain project document indexes, drawing registers, submittal logs, approval status logs, and other tracking tools required by the project.
• Confirm returned documents are processed with the correct approval status, job number, date, initials, and applicable AFC or controlled‑copy identification before distribution.
• Issue current approved documents to the shop, Quality Control, Project Management, and other authorized users, and remove or supersede obsolete versions as required.
• Create data book tables of contents and establish data book files or binders early in the project; monitor record collection throughout fabrication rather than waiting until project closeout.
• Review data book content for completeness, legibility, traceability, indexing, sequence, and conformance with client requirements before internal or client review.
• Coordinate review of reports, MTRs, data books, and turnover packages with on‑site client inspectors and responsible internal personnel; track comments through closure and final approval.
• Create and maintain the Project Manager checklist in the project folder and assign the applicable SII serial number.
• Create and update client‑furnished material logs from delivery tickets; distribute receipt notifications to Project Management, Production, Quality Control, and the client, and file scanned records in the project folder.
• Enter MTRs into the SII MTR database, assign SII code numbers, and maintain material records in accordance with project‑specific requirements.
• Maintain controlled copies of the Quality Manual, operating procedures, and local work instructions; issue controlled or uncontrolled copies as authorized.
• Maintain organized network folders and electronic project records using approved naming, revision, access, and retention practices.
• Assist with client and internal audits by locating records, demonstrating document traceability, and coordinating responses to documentation findings.
• Coordinate final document turnover, verify receipt when required, and retain project records in accordance with applicable requirements.

PERFORMANCE EXPECTATIONS

• Maintain accurate and current document status information that supports project decision‑making and schedule control.
• Meet internal and client due dates and provide early notice when a deadline or deliverable is at risk.
• Protect document integrity by preventing unauthorized, incomplete, obsolete, or incorrectly revised information from being issued.
• Communicate clearly and professionally with internal departments, inspectors, clients, and vendors.
• Maintain confidentiality and appropriate access to controlled projects and quality records.
• Demonstrate ownership of assigned projects and follow issues through documented closure.

EDUCATION / EXPERIENCE / KNOWLEDGE

• High school diploma or equivalent required; additional education or training in document control, quality, records management, or project administration is preferred.
• Five or more years' experience in document control or a related field is preferred, including experience coordinating complex projects or quality documentation.
• Prior experience providing work direction, training, quality review, or functional leadership to document control personnel is preferred.
• Working knowledge of controlled‑document practices, revision control, transmittals, document registers, MTRs, quality records, and final data book compilation.
• Proficiency with Microsoft Office and Adobe software; ability to learn and administer client or company document management systems.
• Strong written and verbal communication, organization, prioritization, problem‑solving, and customer relations skills.
• Ability to read project specifications and convert requirements into clear tracking, assignment, and verification activities.
• Ability to manage multiple priorities, maintain attention to detail, and work effectively under project deadlines.

7.0 AUTHORITY AND ACCOUNTABILITY

• May assign and reprioritize document control work within the approved project schedule and management direction.
• May return incomplete or inaccurate documentation for correction before controlled issue or client submission.
• May recommend process changes, training, staffing adjustments, and corrective actions to improve document quality and delivery performance.
• Is accountable for timely escalation of unresolved document risks, client comments, missing records, and turnover constraints.
• Personnel actions, and formal disciplinary actions remain subject to management and Human Resources approval unless specifically delegated.

WORK ENVIRONMENT / PHYSICAL DEMANDS

• Work is primarily performed in an office environment with frequent sitting and computer use.
• The role may require visits to fabrication shops, quality areas, and other offices within the facility.
• Shop visits may involve exposure to high noise, heavy machinery, moving equipment, and shop traffic; required personal protective equipment and site safety rules must be followed.
• Reasonable accommodations may be made to enable qualified individuals to perform the essential functions of the position.

GENERAL STATEMENT

This job description summarizes the primary responsibilities and requirements of the position. It is not intended to list every duty. The Spitzer Companies emphasize a team approach and expect employees to perform reasonable tasks consistent with their role, qualifications, safety requirements, and company objectives.