Document Management: Ensure proper control, storage, and maintenance of all company documents, including policies, procedures, contracts, and technical documents.
Document Distribution: Facilitate the timely distribution of documents to internal teams, clients, and vendors, ensuring that all recipients have the latest revisions.
Compliance: Ensure that all controlled documents comply with company standards, project-specific requirements, and industry regulations, including ISO, safety, and contractual specifications.
Version Control: Track and manage document versioning to ensure that the most up-to-date documents are being used at all times.
Audit Support: Maintain organized records and provide documentation to support internal and external audits, inspections, and reviews.
Document Retrieval: Assist with retrieving, filing, and archiving documents as necessary, including the creation and upkeep of a centralized document repository.
Reporting: Generate regular reports on document control activities and provide updates on the status of critical documents.
Collaboration: Work closely with project teams, management, and external stakeholders to ensure the smooth flow of documentation.
Training: Provide guidance and training to staff on document control procedures, software, and best practices.
Qualifications:
Education: Bachelor's degree in business administration, information management, or a related field preferred.
Experience:
3+ years of experience in document control or a similar role, preferably within a government contracting or defense industry setting.
Experience working in a high-security, regulated environment is a plus.
Technical Skills:
Proficiency with document control software (such as SharePoint, Aconex, or similar platforms).
Strong knowledge of Microsoft Office Suite (Word, Excel, PowerPoint).
Familiarity with project management software is advantageous.
Skills:
Excellent organizational and multitasking skills.
Strong attention to detail and accuracy.
Effective verbal and written communication skills.
Ability to work under pressure and meet tight deadlines.
Work Environment:
This role may involve working in an office or project-based setting, with occasional travel depending on project requirements.