Document Control Specialist

Kokosing, Inc.; Mansfield (OH); On-site; USD 52,000 - 76,000; Full time

Benefits offered by this job

Medical insurance

Life insurance

Disability insurance

Paid time off

401(k) plan

Job summary

Kokosing, Inc. in Columbus, OH is seeking a detail-oriented Document Controls Coordinator to autonomously administer project document control systems throughout the lifecycle, ensuring accurate documentation and efficient flow.

You will train staff, manage transmittals, maintain controlled documents, and support project teams while safeguarding confidential information in a fast-paced office environment.

Qualifications

• Basic knowledge of Electronic Document Management Systems (EDMS).
• Knowledge of records and information management principles is an asset.
• Proficiency with Microsoft Office applications.
• Ability to learn new systems and perform a variety of tasks.

Responsibilities

• Maintain the Project Document Control Program throughout the project lifecycle.
• Control numbering, filing, storage, retrieval, and distribution of documents.
• Oversee document approvals, maintenance, distribution, and retention processes.
• Prepare reports, transmittals, addendums, and document reproductions.
• Maintain records of incoming and outgoing document transmittals.
• Ensure controlled documents remain accurate, current, and compliant.
• Perform process assessments and support corrective/preventive action investigations.
• Coordinate and guide document flow and distribution activities at project sites.
• Train project personnel on document control standards, workflows, and systems.
• Protect confidential and sensitive information.
• Support project management and company objectives through additional assigned duties.

Skills

EDMS knowledge

Records management

MS Office proficiency

Learning new systems

Attention to detail

Interpersonal skills

Team collaboration

Job description

Job Description:

Key Responsibilities

We are seeking a detail-oriented Document Controls Coordinator to independently administer and manage project document control systems throughout the project lifecycle. This role plays a critical part in maintaining accurate documentation, supporting project teams, and ensuring efficient document flow, compliance, and communication across stakeholders.

Responsibilities

• Maintain the Project Document Control Program throughout the project lifecycle.
• Control numbering, filing, storage, retrieval, and distribution of electronic and hard-copy documents.
• Oversee document approvals, maintenance, distribution, and retention processes.
• Prepare reports, transmittals, addendums, and document reproductions.
• Maintain records of incoming and outgoing document transmittals.
• Ensure controlled documents remain accurate, current, and compliant.
• Perform process assessments and support corrective/preventive action investigations.
• Coordinate and guide document flow and distribution activities at project sites.
• Train project personnel on document control standards, workflows, and systems.
• Protect confidential and sensitive information.
• Support project management and company objectives through additional assigned duties.

Qualifications

• Basic knowledge of Electronic Document Management Systems (EDMS).
• Knowledge of records and information management principles is an asset.
• Proficiency with Microsoft Office applications.
• Ability to learn new systems and perform a variety of tasks.
• Strong attention to detail, flexibility, and self-motivation.
• Excellent interpersonal, written, and verbal communication skills.
• Ability to work effectively within a project team with minimal supervision.

Essential Functions

• Maintain punctual and reliable attendance.
• Follow directions and instructions accurately.
• Read and understand technical and business documents.
• Work cooperatively with team members, customers, and stakeholders.
• Use computers and software systems to communicate and access information.
• Manage multiple priorities in a fast-paced environment while maintaining a customer-focused approach.
• Consistently meet deadlines and apply logical problem-solving skills.

Other Requirements

• Regular, reliable attendance.
• Communicate professionally with supervisors, coworkers, customers, and vendors.
• Perform work safely and effectively while following company policies and procedures.
• Understand and follow oral and written instructions, safety requirements, and equipment guidelines.
• Work during normal operating hours and meet project deadlines.

Location: Columbus, OH, this is in office- Monday through Friday

Benefits

Kokosing offers a competitive compensation and benefits package including medical, life, and disability insurance, paid time off and a 401K plan.

This compensation range is specific to the job level and takes into account the wide range of factors that are considered in making compensation decisions including, but not limited to: education, experience, licensure, certifications, geographic location, and internal equity. The range has been created in good faith based on information known to Kokosing at the time of the posting. Compensation decisions are dependent on the circumstances of each case. This salary range does not include any potential incentive pay or benefits, however, such information will be provided separately when appropriate.

Kokosing is an equal employment opportunity/affirmative action federal and state contractor. The company does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected class.