Document Control Specialist

Ellaway Blues Consulting; Town of Texas (WI); On-site; USD 70,000 - 100,000; Full time

Job summary

Ellaway Blues Consulting is seeking an experienced Document Control Specialist to support document management for a portfolio of major capital projects in the United States. The role ensures consistent control standards, reliable project records, and efficient handling of technical documentation through design, procurement, construction, and turnover phases.

The successful candidate will work with engineering, procurement, construction, commissioning, and project controls teams to maintain

Qualifications

• Requires a bachelor’s degree or equivalent experience.
• Minimum five years of document control in major capital projects or similar environments.
• Proficient with EDM platforms (Aconex, Procore, SharePoint) and document workflows.
• Strong accuracy, traceability, and ability to manage large volumes of documents.

Responsibilities

• Maintain document management procedures and governance standards.
• Manage file naming, numbering, revision tracking, approvals, distribution, and audit history.
• Support electronic document management platforms to keep information secure and retrievable.
• Coordinate with engineering, procurement, construction, commissioning, and project controls on submissions and releases.
• Control technical drawings, specifications, vendor submittals, correspondence, and reports.
• Review documents for completeness, classification, revision status, and compliance.
• Support governance requirements related to project records and information management.
• Coordinate closeout documentation, turnover packages, as-built information, and retention needs.
• Guide project personnel on document control procedures and systems.
• Identify gaps and suggest improvements to workflows and practices.
• Track status, outstanding actions, workflow progress, and information-management risks.

Skills

Document control

Electronic document management systems

Attention to detail

Organizational skills

Cross-functional communication

Education

Bachelor’s degree or equivalent experience

Tools

Aconex

Procore

SharePoint

Job description

We are seeking an experienced Document Control Specialist to support the document management activities for a portfolio of major capital projects.

This position will be responsible for maintaining consistent document control standards, reliable project records, and efficient movement of technical documentation through each stage of project execution.

The successful candidate will work closely with engineering, procurement, construction, commissioning, and project controls teams to maintain document quality, traceability, and accessibility from early design through final project turnover.

Key Responsibilities

• Maintain established document management procedures, workflows, and governance standards.
• Administer requirements for file naming, numbering, revision tracking, approvals, distribution, transmittals, and audit history.
• Support the configuration and ongoing use of electronic document management platforms, ensuring information remains accurate, secure, and easy to retrieve.
• Coordinate with engineering, procurement, construction, commissioning, and project controls personnel on document submissions, reviews, approvals, and releases.
• Maintain control of technical drawings, specifications, vendor submittals, correspondence, reports, and other project records throughout their lifecycle.
• Review documentation for completeness, proper classification, current revision status, and compliance with established requirements.
• Support contractual, regulatory, and internal governance requirements related to project records and information management.
• Coordinate project closeout documentation, including final records, turnover packages, as‑built information, and long‑term retention requirements.
• Provide guidance and support to project personnel on document control procedures, systems, and expectations.
• Identify process gaps and recommend improvements to document control workflows and practices.
• Track document status, outstanding actions, workflow progress, and potential information‑management risks.

Required Qualifications

• Bachelor’s degree in a related discipline or an equivalent combination of education and relevant professional experience.
• At least five years of document control experience supporting major capital projects, industrial facilities, manufacturing operations, or similarly complex project environments.
• Strong knowledge of document control practices across engineering, procurement, construction, commissioning, closeout, and handover.
• Experience working with electronic document management systems such as Aconex, Procore, SharePoint, or comparable platforms.
• Demonstrated ability to manage large volumes of technical and commercial documentation while maintaining accuracy, consistency, and traceability.
• Strong understanding of document review, revision, approval, transmittal, distribution, and records‑retention processes.
• Excellent organizational skills and the ability to manage competing priorities in a fast‑moving project environment.
• Clear written and verbal communication skills, with the ability to work effectively across technical, operational, and project teams.
• Strong attention to detail and a commitment to maintaining accurate and reliable project information.

Preferred Experience

• Background supporting projects in heavy manufacturing, energy, chemicals, mining, minerals, or another asset‑intensive industry.
• Experience supporting document control for large‑scale capital projects from engineering through construction, commissioning, and turnover.
• Familiarity with engineering drawings, technical specifications, vendor documentation, and project turnover requirements.
• Working knowledge of how document control supports scheduling, cost management, progress reporting, and broader project controls.
• Experience improving document workflows, supporting system implementations, or standardizing processes across multiple projects.