Lead Document Controller

Position Overview   

A Lead Document Controller is responsible for overseeing the lifecycle, accuracy, security, and accessibility of all company and project documentation. This pivotal role ensures compliance with organizational standards, contractual requirements, and industry best practices while enabling seamless information flow between technical teams, management, contractors, and external stakeholders.

We are seeking a highly organized and detail-oriented Lead Document Controller to lead our information and data management operations. In this role, you will develop, implement, and continuously improve document control systems and processes to ensure the integrity, traceability, and confidentiality of critical project and corporate records. You will oversee document management activities across engineering, construction, manufacturing, and corporate functions, supervise document control personnel, train stakeholders on document control procedures, and serve as the primary point of contact for document governance, compliance, and audit readiness.

Key Responsibilities

System & Strategy Leadership

• Develop and implement comprehensive document management policies, workflows, and protocols (e.g., ISO 19650 standards).

• Configure, administer, and optimize Electronic Document Management Systems (EDMS) and Common Data Environments (CDE), including SharePoint and other document management platforms.
• Design standardized matrices for file coding, version naming, document numbering, and distribution paths.
• Drive process improvements, system enhancements, and automation opportunities.

Quality Control & Compliance

• Perform strict quality checks on technical drawings, specifications, blueprints, and contracts prior to distribution.
• Maintain document registers, transmittals, audit trails, retention schedules, and version control processes.
• Conduct regular data audits to confirm regulatory compliance and prepare full documentation sets for internal and external auditors.
• Prepare documentation packages for internal and external audits.
• Ensure secure retention, archival, and disposal of records in accordance with organizational requirements.

Team Management & Collaboration

• Provide training and guidance to employees, contractors, and project teams on document management processes and systems.
• Coordinate fast data transmission between engineers, project managers, executives, and third-party stakeholders.
• Generate clear analytics metrics and document progress reports for senior leadership.
• Serve as the primary point of contact for document-related inquiries and escalations.

Required Qualifications

Education & Experience

• Bachelor’s degree in business administration, Information Management, Engineering, or a closely related discipline.
• Minimum of 5–7 years of experience in document control, with at least 2 years in a supervisory or managerial capacity.
• Prior experience in construction, civil infrastructure, manufacturing, aerospace, or pharmaceuticals is highly preferred.
• Experience supporting capital projects, facility expansions, or commissioning activities is considered an asset.

Technical & Soft Skills

• Deep familiarity with robust EDMS platforms (e.g., Aconex, Bluebeam, SharePoint, or OpenText).
• Experience managing engineering drawings, technical specifications, vendor documentation, contracts, and project deliverables.
• Proficient in file architecture, tracking systems, metadata capture, and Microsoft Office Suite.
• Exceptional attention to detail with an ability to manage tight deadlines under heavy pressure.
• Strong verbal and written communication skills to manage cross-functional relationships effectively