Senior Document Controller

VIVOS Professional Services, LLC; Vacaville (CA); On-site; USD 90,000 - 140,000; Full time

Job summary

VIVOS Professional Services, LLC seeks an experienced Documentation Control Specialist to lead the document management for large-scale CAPEX projects in the pharmaceutical sector. You will ensure proper control of electronic and hard-copy documents, with strict adherence to numbering, filing, and retrieval standards across internal and external teams.

Collaborating with internal staff, external engineering and construction partners, and project auditors, you will drive timely document delivery

Qualifications

• 5–10 years of experience in CAPEX project document control.
• Experience with pharmaceutical industry projects preferred.
• Knowledge of document control processes and procedures.

Responsibilities

• Establish and implement the project documentation management process.
• Control electronic and hard-copy documentation from internal and external teams.
• Ensure documents are submitted per the RACI matrix and filing procedures.
• Maintain and update the deliverables list and implement changes.
• Manage archiving of project documentation, both digital and physical.
• Monitor progress, identify issues, and elevate concerns as needed.
• Serve as the primary point of contact for documentation matters.
• Support internal project audits and reviews.
• Collaborate with Global Engineering Project Controlling.

Skills

Documentation management

Communication

Analytical thinking

Time management

Teamwork

Adaptability

Tools

SharePoint

Kneat

Unifier

Procore

Microsoft Office

Job description

• Establish and implement the project documentation management process in alignment with internal procedures and project requirements.
• Control electronic and hard-copy documentation submitted by internal teams, external engineering teams, construction teams, and vendors, ensuring compliance with established document numbering, filing, and retrieval procedures.
• Ensure project documentation is submitted in accordance with the project-defined RACI Matrix.
• Maintain and update the project deliverables list, implementing changes as required by the project team.
• Manage the archiving of project documentation, including hard copies and digital files, in accordance with established procedures.
• Monitor and report documentation progress, identify issues, and elevate concerns as necessary.
• Serve as the primary point of contact for project documentation-related matters within the team.
• Provide documentation support during internal project audits and deep-dive reviews.
• Support and collaborate with Global Engineering Project Controlling.
• Perform other document management duties as assigned.

Required Qualifications and Skills

• Experience: 5–10 years of experience in CAPEX project document control, preferably within the pharmaceutical industry and on large-scale projects.
• Systems Knowledge: Experience with SharePoint, Kneat, Unifier, Microsoft Office applications, and Procore is preferred.
• Technical Aptitude: Strong IT skills are an advantage, with the ability to learn quickly and adapt to different software tools.
• Language Skills: Excellent command of English, both written and spoken. Knowledge of additional languages is an advantage.
• Analytical Skills: Strong analytical and problem-solving abilities.
• Teamwork: Ability to work independently and collaboratively in a team-oriented environment.
• Adaptability: Comfortable working with ambiguity and adapting to changing priorities and demands.
• Time Management: Ability to effectively prioritize tasks and execute responsibilities in a fast-paced environment.
• Communication: Strong written and verbal communication skills.