Document Controller

Kids for the Future; Baton Rouge (LA); On-site; USD 45,000 - 70,000; Full time

Job summary

Sigma is seeking a Document Controller to manage the document control process across projects in Baton Rouge. You will oversee creation, revision, distribution, and storage of documents, ensuring accuracy, compliance, and easy retrieval for internal teams and clients.

You will establish centralized tracking, perform quality checks, and set up transmittals and Bluebeam sessions as required. Strong communication and confidentiality are essential for success.

Qualifications

• Bachelor's degree in a relevant field or equivalent work experience.
• Proven experience in a document control related role, preferable in a regulated industry.
• Excellent communication, interpersonal, and organizational skills.
• Dynamic with the ability to adapt to shifting priorities.
• Diligent in managing document content and metadata.
• Able to prioritize tasks and work independently to meet project deadlines.
• Must be capable of maintaining confidentiality while managing sensitive information.
• Ability to learn proprietary document management software.
• Proficient in the Microsoft Office suite of applications.
• Familiar with Adobe Acrobat and Bluebeam PDF software.
• Knowledge of relevant regulations and standards (e.g., ISO 9001) is desirable.

Responsibilities

• Coordinate the distribution of documents both internally and externally.
• Serve as the single point of contact for project documentation management.
• Perform quality checks on all documents and packages prior to transmitting to the Client.
• Create transmittals for outgoing documents to ensure proper tracking.
• Set up Bluebeam Projects and Sessions as required by the Client and project.
• Transmit files in the required format (E.g., CAD, PDF) to Clients.
• Ensure compliance with Client document control and request procedures.
• Request project drawings via each Client’s Document Control or Project Manager.
• Establish and maintain a centralized document management tracking system to monitor document movement, including drawing requests/receipts, package transmittals, document storage, drawing returns, and document archiving.
• Store Client package comments in the project folder.
• Archive completed projects in an evergreen manner to maintain a clean working drive.
• Implement and maintain document control procedures related to document numbering, categorization, version control, and distribution processes.
• Collaborate with stakeholders to create and update internal policies, procedures, work instructions, forms, and templates.
• Conduct periodic audits and quality checks to ensure document control processes are consistently followed.
• Identify areas for improvement and recommend corrective actions as needed.
• Provide employee training as required for document control processes and procedures.
• Serve as a resource for inquiries and troubleshoot any issues related to document control.
• Stay up to date on Client requirements, industry standards, and best practices related to document control.

Skills

Excellent communication

Interpersonal skills

Organizational skills

Time management

Confidentiality

Education

Bachelor's degree in a relevant field

Tools

Microsoft Office

Adobe Acrobat

Bluebeam PDF

Job description

• Location 11585 Lake Sherwood Avenue North,Baton Rouge, LA, 70816,United States

WHAT WE NEED:

Document Controller

The Document Controller is responsible for managing the document control process within the organization. This role involves overseeing the creation, revision, distribution, and storage of documents to ensure accuracy, consistency, and compliance with internal and external requirements. The Document Controller maintains an organized and up-to-date document management system, facilitates document retrieval, and collaborates with various departments to support efficient document control practices.

Responsibilities:

• Coordinate the distribution of documents both internally and externally.
• Serve as the single point of contact for project documentation management.
• Perform quality checks on all documents and packages prior to transmitting to the Client.
• Create transmittals for outgoing documents to ensure proper tracking.
• Set up Bluebeam Projects and Sessions as required by the Client and project.
• Transmit files in the required format (E.g., CAD, PDF) to Clients.
• Ensure compliance with Client document control and request procedures.
• Request project drawings via each Client’s Document Control or Project Manager.
• Establish and maintain a centralized document management tracking system to monitor document movement, including drawing requests/receipts, package transmittals, document storage, drawing returns, and document archiving.
• Store Client package comments in the project folder.
• Archive completed projects in an evergreen manner to maintain a clean working drive.
• Implement and maintain document control procedures related to document numbering, categorization, version control, and distribution processes.
• Collaborate with stakeholders to create and update internal policies, procedures, work instructions, forms, and templates.
• Conduct periodic audits and quality checks to ensure document control processes are consistently followed.
• Identify areas for improvement and recommend corrective actions as needed.
• Provide employee training as required for document control processes and procedures.
• Serve as a resource for inquiries and troubleshoot any issues related to document control.
• Stay up to date on Client requirements, industry standards, and best practices related to document control.

WHO WE NEED:

• Bachelor's degree in a relevant field or equivalent work experience.
• Proven experience in a document control related role, preferable in a regulated industry.
• Excellent communication, interpersonal, and organizational skills.
• Dynamic with the ability to adapt to shifting priorities.
• Diligent in managing document content and metadata.
• Able to prioritize tasks and work independently to meet project deadlines.
• Must be capable of maintaining confidentiality while managing sensitive information.
• Ability to learn proprietary document management software.
• Proficient in the Microsoft Office suite of applications.
• Familiar with Adobe Acrobat and Bluebeam PDF software.
• Knowledge of relevant regulations and standards (e.g., ISO 9001) is desirable.

WHO WE ARE:

Founded in 1987, Sigma is a professional multi-discipline engineering and design company that serves the petrochemical, fertilizer, and refining industries. Privately owned and operated by Engineers, Sigma's culture empowers employees and clients to choose relationships and projects that fit our values and function as an extension of our clients. Our technical resources provide unmatched quality in multi-discipline engineering and design, in-plant services, supplier quality inspections, field services, automation, procurement and expediting, construction management, and leadership training.

If you would like to learn more of what Sigma is about, please visit our website atwww.sigmaec.com .

"We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law" .