Document Controls Specialist

Location: Dallas, TX (Hybrid – 4 Days Onsite)
Duration: 12-Month Contract (Potential Extension)
Schedule: Monday–Friday | 40 Hours per Week

Position Overview

We are seeking an experienced Document Controls Specialist to support a growing portfolio of capital projects within the midstream and refining industries. This role is responsible for developing, implementing, and maintaining document control processes that ensure engineering, procurement, construction, and project documentation is accurate, organized, secure, and readily accessible throughout the project lifecycle.

The ideal candidate is a proactive professional who thrives in a fast-paced project environment and has experience supporting engineering or construction projects. This individual will play a key role in establishing scalable document management processes, improving collaboration through digital tools, and ensuring project documentation meets quality and compliance standards.

Key Responsibilities

Document Control & Records Management

• Develop and maintain document control procedures, filing structures, naming conventions, and document retention standards.

• Manage electronic document management systems (EDMS) and centralized repositories for engineering, procurement, construction, and project documentation.

• Maintain document version control, revision tracking, and approval workflows across multiple active projects.

• Process project correspondence, transmittals, submittals, deliverables, and technical documentation.

• Archive project closeout documentation and turnover packages in accordance with company standards.

Project Coordination

• Coordinate document flow between internal project teams, engineering firms, contractors, vendors, and consultants.

• Track engineering and construction deliverables to ensure timely submission and completion.

• Maintain project document registers, logs, and status reports.

• Support Management of Change (MOC) documentation and project governance activities.

• Ensure project teams have access to current, approved documentation throughout the project lifecycle.

Process Improvement

• Develop standardized document control workflows and best practices.

• Identify opportunities to improve document management efficiency through automation and digital tools.

• Support enhancements to electronic document management systems and collaboration platforms.

• Utilize SharePoint, Bluebeam, Microsoft Teams, and related technologies to improve accessibility and workflow efficiency.

Quality & Compliance

• Perform routine audits of document repositories to ensure compliance with company standards.

• Maintain document accuracy, consistency, and traceability.

• Support internal audits, regulatory requirements, and project compliance initiatives.

• Ensure appropriate document security, permissions, and access controls are maintained.

Required Qualifications

• 5 years of document control experience supporting engineering, construction, industrial, manufacturing, energy, or capital projects.

• Experience managing Electronic Document Management Systems (EDMS).

• Strong understanding of document revision control, transmittals, and records management.

• Proficiency with Microsoft Office Suite, SharePoint, Microsoft Teams, and Bluebeam.

• Excellent organizational skills with exceptional attention to detail.

• Ability to prioritize multiple projects and deadlines in a fast-paced environment.

Preferred Qualifications

• Associate's or Bachelor's degree in Business, Construction Management, Engineering Technology, Information Management, or a related field.

• Experience supporting midstream, pipeline, refinery, terminal, petrochemical, or industrial construction projects.

• Familiarity with engineering drawings, technical specifications, and construction documentation.

• Experience using Bluebeam Revu, Procore, Autodesk Construction Cloud (Client), Aconex, or similar document management platforms.

• Knowledge of project controls, project management processes, and capital project execution.

Preferred Skills

• Document Control

• Records Management

• Engineering Documentation

• Construction Documentation

• Electronic Document Management Systems (EDMS)

• SharePoint

• Bluebeam Revu

• Version Control

• Revision Management

• Project Coordination

• Workflow Development

• Continuous Process Improvement

• Quality Assurance

• Stakeholder Management

Why Join Us?

This is an excellent opportunity to support high-impact capital projects while helping shape and improve document management processes within a growing organization. You'll work alongside engineering, construction, and project management teams to build scalable systems, improve collaboration, and contribute to the successful execution of critical infrastructure projects.