Job Summary
Reporting to the Project Controls Manager, or any other individual designated by the Company, the Document Control Lead is responsible for establishing and administering the document control processes required to support project studies, engineering, procurement, construction, commissioning and close-out activities. The role will also support the selection and lead the day-to-day implementation and administration of a fit-for-purpose electronic document management system (EDMS), in coordination with Project Controls, IT, and key users. This role ensures that drawings, specifications, technical reports, contracts, correspondence, vendor data, and other controlled records are accurate, traceable, secure, and available to authorized users throughout the document lifecycle.
The Document Control Lead maintains the official project record, administers review and approval workflows, coordinates transmittals with internal teams and external parties, and supports the auditable turnover of complete records to operations. The role applies document requirements consistently and escalates overdue, incomplete, or noncompliant submissions.
Responsibilities
Safety & Compliance Support
- Perform all work in accordance with company safety policies, procedures, and environmental requirements, and promote safe work practices in office and project-site environments.
- Administer document control processes in accordance with company policies, contractual requirements, regulatory obligations, records-retention requirements and project governance standards.
- Maintain the confidentiality, security, access controls and appropriate retention of sensitive, privileged and controlled project documentation.
Document Control & Coordination
- Establish and maintain controlled interim repositories and the master document register for engineering drawings, reports, specifications, correspondence, contracts, vendor data, and other controlled documents until the EDMS is implemented, and administer the EDMS thereafter.
- Apply document numbering, naming conventions, metadata, revision and status codes, review requirements, and distribution rules consistently.
- Control the issue, reissue, supersession, and withdrawal of documents so that only current, approved information is available at the point of use.
- Monitor review and approval workflows, follow up on overdue actions, and escalate delays or nonconforming submissions that may affect project commitments.
Project Documentation Support
- Manage incoming and outgoing document transmittals and maintain complete, traceable records of submissions, reviews, approvals, and distributions.
- Coordinate document submissions and returns among engineering, procurement, construction, operations, contractors, vendors, consultants, and other authorized external parties.
- Perform completeness and quality checks on document packages before acceptance or distribution, including verification of required metadata, references, signatures, and attachments.
- Compile turnover and close-out packages, including final vendor data, approved-for-construction records, redlines, as-built documents, manuals, certificates, and other required completion records.
Records & Document Tracking
- Maintain accurate document logs, registers, distribution records, transmittal histories, and audit trails.
- Prepare routine and ad hoc reports on document status, overdue reviews, revisions, approvals, deliverables, and close-out readiness.
- Support internal and external reviews, assurance activities, claims support, and audits by retrieving complete and reliable project records.
- Administer document retention, legal-hold, archiving, and final-record-transfer requirements in accordance with company policy and applicable obligations.
Systems & Process Support
- Work with Project Controls, IT, and key users to define document management requirements, evaluate system options, and support EDMS selection, configuration, testing, implementation, data migration, and ongoing administration.
- Develop and provide onboarding, training, and day-to-day guidance to project personnel and external parties on interim document control procedures, EDMS workflows, and system requirements.
- Monitor document control performance and identify improvements to workflow efficiency, data quality, reporting, and user compliance.
- Support consistent implementation of document control standards across disciplines, contracts, work packages, and project phases.
Other Duties
- Perform additional duties and responsibilities as assigned to meet operational needs.
This job description is intended to provide a summary of the typical functions of the job and is not a comprehensive list of all possible job responsibilities, tasks, and duties. NewRange reserves the right to modify or assign other duties as necessary to meet operational needs.
Requirements
Qualifications
- Diploma, certificate, or bachelor's degree in document management, information management, business administration, project administration, or a related field preferred. An equivalent combination of education and relevant experience may be considered.
- Minimum of five (5) years of experience in formal document control or records management within engineering, construction, mining, heavy industrial, or major capital project environments.
- Demonstrated experience controlling technical drawings, transmittals, submittals, vendor data, revisions, approvals, and project close-out records.
- Hands-on experience with an electronic document management system (EDMS) and established document control procedures; experience supporting EDMS selection, configuration, implementation, or document migration is preferred.
Skills and Abilities
- Strong knowledge of document lifecycles, revision control, transmittal processes, records management, and audit trails.
- Exceptional attention to detail and a consistent focus on data quality, accuracy, and completeness.
- Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and Teams.
- Proficiency with EDMS or project collaboration platforms and the ability to translate document control requirements into practical system workflows; experience with EDMS implementation, data migration, SharePoint, or comparable systems is preferred.
- Clear written and verbal communication skills, with the confidence to enforce requirements constructively across multiple project stakeholders.
- Ability to manage a high volume of documents, competing priorities, and time-sensitive workflows without sacrificing accuracy.
- Sound judgment, problem-solving, and coordination skills, including the ability to identify gaps and escalate risks promptly.
Physical Job Requirements & Working Conditions
This role requires the ability to work in both office and active project site environments, including occasional travel to operating or construction sites. Physical requirements may include extended periods of sitting and computer use, walking on uneven terrain, climbing stairs or accessing elevated platforms, and wearing required personal protective equipment (PPE) such as hard hats, safety glasses, steel-toe boots, respiratory protection and high-visibility clothing. The position may involve exposure to varying weather conditions, noise, dust, and other typical construction or industrial site environments, while maintaining a strong commitment to safety and compliance with all health, safety, and environmental standards.
Refer to the position-specific Physical Inventory for details.
Salary Description
$106,000-$125,000
