Document Control Manager

Job Description

The Document Control position will work closely with all members of the project team - Project Managers, Engineers, Superintendents, FOCs, etc., and will be ultimately responsible for the day-to-day distribution and management of documents pertaining to the jobsite.

Key Roles and Responsibilities

Document Lifecycle Management

• Organize, classify, and maintain all project-related documents including drawings, specifications, contracts, and reports.
• Track document status (e.g., draft, under review, approved) and ensure timely updates.
• Archive documents systematically for future retrieval, especially for regulatory audits and inspections.
• Develop workflow documents to communicate detailed processes to all parties
  
  

Compliance and Quality Assurance

• Ensure all documentation complies with owner internal policies, industry standards (e.g., ISO 9001, and Good Documentation Practices - GDP), and regulatory requirements such as FDA, EMA, or GMP.
• Prepare documentation for internal and external audits, maintaining audit trails and version control.
• Verify that documents are complete and properly formatted before release.
  
  

Collaboration and Communication

• Proactively liaise between project teams, contractors, consultants, and client regulatory personnel to facilitate smooth document flow.
• Respond to document-related queries and distribute updated documents to relevant stakeholders.
  
  

Security and Confidentiality

• Manage access controls to sensitive or classified documents, ensuring data protection and confidentiality.
• Implement backup procedures and secure storage for both physical and digital records.
  
  

System and Technology Management

• Use Electronic Document Management Systems (EDMS) like ACC, Aconex, SharePoint, Bluebeam, Procore, EIDA, or DocuWare to manage documents digitally.
• Train team members in EDMS usage and ensure consistent application of document control procedures.
  
  

Support for Project Execution

• Assist in preparing documentation for meetings and reviews.
• Maintain document registers and logs to track deliverables and ensure timely submission.
• Assist with versioning contract documentation so that the most current and relevant documents are available and transmitted to all subcontractors.
• Monitor Submittal and Request for Information (RFI) Processes and cycle times.
• Coordinate with other parties to ensure timely actions throughout the project lifecycle.
  
  

Essential Skills

• Organizational Skills: Organize and maintain all construction related documents.
• Attention to detail: Critical for maintaining accuracy and avoiding costly errors.
• Time management: To meet tight deadlines and manage multiple document workflows.
• Technical proficiency: Familiarity with EDMS platforms, especially ACC and construction-specific tools like AutoCAD or BIM software.
• Communication skills: Written and Verbal For effective coordination across teams and stakeholders.
  
  

Best Practices for Document Control

Role

As a Document Controller, implementing best practices is crucial for maintaining efficient, accurate, and organized document management systems. Below are best practices that can help ensure success in this role:

Implement a Clear Document Control Procedure

• Establish a formal document control process: Develop a detailed procedure that outlines how documents will be created, reviewed, revised, approved, and archived.
• Ensure all team members understand the process and their responsibilities in managing documents.
  
  

Use electronic Document Management Software (EDMS)

• Invest in reliable document management software to streamline document control processes. This software should include features like version control, access permissions, audit trails, and automatic backups.
• Ensure your team is trained on how to use the system efficiently.
  
  

DPR Construction is a forward-thinking, self-performing general contractor specializing in technically complex and sustainable projects for the advanced technology, life sciences, healthcare, higher education and commercial markets. Founded in 1990, DPR is a great story of entrepreneurial success as a private, employee-owned company that has grown into a multi-billion-dollar family of companies with offices around the world.

Working at DPR, you'll have the chance to try new things, explore unique paths and shape your future. Here, we build opportunity together—by harnessing our talents, enabling curiosity and pursuing our collective ambition to make the best ideas happen. We are proud to be recognized as a great place to work by our talented teammates and leading news organizations like U.S. News and World Report, Forbes, Fast Company and Newsweek.

Explore our open opportunities at www.dpr.com/careers.