The Document Control Specialist is responsible for managing, organizing, tracking, and maintaining project documents and records to ensure accuracy, compliance, accessibility, and version control. This role serves as the central point of coordination for document management processes across departments, ensuring that all controlled documents are properly reviewed, approved, distributed, stored, and retained according to company policies and regulatory requirements.

Responsibilities:

Document Management:

• Maintain and administer the project’s document control system
• Create, organize, file, archive, and retrieve electronic and hard-copy documents
• Ensure all documents are properly categorized, indexed, and stored according to company standards
• Monitor document workflows and ensure timely review, approval, and distribution
• Manage document revisions and maintain version control to ensure only current documents are in circulation
• Track document status and provide updates to stakeholders as needed

Records Retention & Compliance:

• Maintain document retention schedules and ensure compliance with company policies and regulatory requirements
• Archive obsolete documents while preserving required historical records
• Ensure confidentiality and security of sensitive company information

Process Improvement:

• Identify opportunities to improve document management processes and workflows
• Develop and maintain document control procedures, work instructions, and templates
• Assist with implementation and optimization of document management software and systems
• Train employees on document control procedures and best practices