Document Controls Specialist

• Establish and administer document-control processes for assigned capital and construction projects.
• Develop and maintain project document-control plans, procedures, workflows, numbering conventions, metadata requirements, and distribution matrices.
• Receive, register, classify, review, distribute, track, and archive project documentation.
• Maintain document registers and ensure document status, ownership, revision, approval, and distribution information remains current.
• Control engineering drawings, specifications, calculations, procedures, data sheets, reports, contracts, purchase orders, correspondence, and other project records.
• Manage contractor, consultant, supplier, and equipment-vendor document submissions and review workflows.
• Process and track submittals, transmittals, requests for information, technical queries, design changes, field changes, and other controlled project communications.
• Verify that documents comply with established naming, numbering, formatting, metadata, and submission requirements.
• Route documents to appropriate reviewers and approvers and monitor workflow status through completion.
• Follow up on overdue reviews, approvals, responses, and document deliverables.
• Ensure superseded or obsolete documents are appropriately identified, controlled, archived, and removed from active use.
• Maintain accurate revision histories and provide traceability between draft, reviewed, approved, issued-for-construction, as-built, and final-record documents.
• Support the controlled distribution of current drawings and specifications to project teams, contractors, vendors, and field personnel.
• Perform periodic document audits to confirm the accuracy, completeness, accessibility, and integrity of project records.
• Identify missing, inconsistent, duplicate, incorrectly classified, or improperly revised documents and coordinate corrective action.
• Produce document-control reports, including submission status, review-cycle performance, overdue items, upcoming deliverables, and turnover readiness.
• Coordinate with engineering, procurement, construction, quality, project controls, and project management to align document requirements with project milestones.
• Support project meetings by providing current document status, identifying overdue deliverables, and tracking required follow-up.
• Maintain appropriate access permissions and protect confidential, proprietary, commercial, and technical information.
• Assist project team members, contractors, and vendors with document-system access, procedures, and submission requirements.
• Support the development and improvement of PMO document-control standards, templates, training materials, and governance processes.
• Coordinate the collection, review, indexing, and turnover of final project records, including as-built drawings, vendor data, equipment manuals, test records, quality documentation, and commissioning records.
• Support project closeout by verifying that required documentation is complete, approved, properly indexed, and transferred to the appropriate operational or records-management system.
• Maintain project records in accordance with Element Solutions requirements and applicable contractual, regulatory, quality, and retention standards.
• Perform primarily office and non-manual work.
• Perform work related to the management or general business operations of MATRIX or its customers/clients, while exercising discretion and independent judgment with respect to matters of significance to MATRIX and its customers/clients.
• Interface with managers or head of a unit/department requiring the integration of multiple functional organizations.
• Use “lessons learned” to improve quality of MATRIX’s future projects; make recommendations to MATRIX as to the implementations of future policies and procedures.

• Demonstrated experience performing document control for capital, engineering, construction, manufacturing, or industrial projects.
• Experience managing technical documents, engineering drawings, specifications, vendor submittals, transmittals, and formal review workflows.
• Strong understanding of document numbering, metadata, revision control, distribution, approval status, and records traceability.
• Experience maintaining document registers and monitoring document deliverables across multiple organizations or disciplines.
• Ability to review submissions for compliance with established document-control requirements.
• Strong attention to detail and the ability to identify inconsistencies, missing information, and revision-control issues.
• Ability to manage a high volume of documents, workflows, deadlines, and stakeholder requests.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office, SharePoint, and electronic document-management or collaboration systems.
• Ability to work independently while coordinating effectively with project teams, contractors, consultants, and vendors.
• Ability to handle confidential, proprietary, commercial, and technical information appropriately. Ability to manage multiple assignments, deadlines, meetings, and stakeholder requests simultaneously.
• The ability to communicate well both verbally and written as a business necessity to ensure the safe and efficient operations of business. Clear, concise, and effective fluency in the English language is essential.

• Experience supporting high-value industrial construction or manufacturing-facility projects.
• Experience working within a corporate PMO or supporting multiple capital projects.
• Experience with engineering and construction document-management systems.
• Familiarity with Oracle Primavera Cloud or comparable enterprise project-management platforms.
• Experience supporting engineering, procurement, construction, commissioning, start-up, and project closeout.
• Familiarity with requests for information, technical queries, submittals, change documentation, and issued-for-construction workflows.
• Experience assembling final turnover packages and validating as-built, vendor, quality, commissioning, and operating documentation.
• Experience supporting specialty metals, chemical processing, advanced manufacturing, or similar industrial facilities.

Compensation