Administrative

Document Controller job description

A Document Controller manages project documentation using SharePoint, CAD systems, and ISO standards — ensuring version control, regulatory compliance, and seamless document workflow across engineering and construction teams.

Published June 25, 2024Updated May 9, 20261733 likes

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Job brief

We are seeking an experienced Document Controller to join our project management team and take ownership of all documentation processes for our multi-million-dollar engineering projects. In this role, you will manage document workflows from initial creation through final archive, ensuring compliance with ISO 9001 standards and client specifications while working closely with engineers, contractors, and regulatory teams. You will be the guardian of project information integrity, using advanced document management systems to maintain version control and facilitate seamless collaboration across global project teams. If you thrive in technical environments and take pride in systematic, detail-oriented work that directly impacts project success, this is the role for you.

Key highlights

Establish and maintain master document registers using SharePoint, ProjectWise, or Aconex, ensuring accurate tracking of all engineering drawings, specifications, and project deliverables
Ensure compliance with ISO 9001, API standards, and client-specific documentation requirements throughout all project phases
Coordinate document review cycles with multidisciplinary engineering teams, tracking comments, revisions, and approval status through completion
Prepare regulatory submission packages for agencies such as EPA, OSHA, or local authorities, ensuring all required documentation is complete and current

What is a Document Controller?

A Document Controller is a specialized administrative professional who manages the entire lifecycle of project documentation, drawings, specifications, and records within engineering, construction, oil & gas, and manufacturing environments. Working with document management systems like SharePoint, ProjectWise, or Aconex, Document Controllers ensure version control, regulatory compliance, and seamless information flow between project teams, contractors, and regulatory bodies. Their expertise in ISO 9001, API standards, and industry-specific documentation protocols is critical to project success, quality assurance, and audit readiness in complex technical environments.

What does a Document Controller do?

A Document Controller maintains master document registers, processes engineering drawings and specifications through approval workflows, and distributes controlled documents to project stakeholders using platforms like SharePoint or Bentley ProjectWise. They coordinate document reviews with engineers, validate compliance against ISO 9001 or API standards, and ensure all revisions are tracked through formal change control procedures. Document Controllers also prepare document packages for regulatory submissions, maintain backup archives, and generate status reports for project managers and clients on document deliverables and milestone completions.

Key responsibilities

Establish and maintain master document registers using SharePoint, ProjectWise, or Aconex, ensuring accurate tracking of all engineering drawings, specifications, and project deliverables
Process incoming and outgoing documents through formal review and approval workflows, coordinating with engineers, contractors, and clients to meet project milestones
Ensure compliance with ISO 9001, API standards, and client-specific documentation requirements throughout all project phases
Distribute controlled documents to authorized personnel using electronic document management systems while maintaining strict access controls and audit trails
Coordinate document review cycles with multidisciplinary engineering teams, tracking comments, revisions, and approval status through completion
Prepare regulatory submission packages for agencies such as EPA, OSHA, or local authorities, ensuring all required documentation is complete and current
Generate weekly document status reports and dashboards for project managers, highlighting deliverable progress, pending approvals, and potential schedule impacts
Maintain secure document archives and backup systems, ensuring long-term retrievability and compliance with record retention policies

Requirements and skills

Proficiency in document management systems such as SharePoint, Bentley ProjectWise, Aconex, or similar platforms used in engineering and construction projects
Knowledge of ISO 9001 quality management systems, API standards, and industry-specific documentation control procedures
3+ years of experience in document control within engineering, construction, oil & gas, or manufacturing environments
Advanced skills in Microsoft Office Suite, particularly Excel for creating document registers and tracking matrices
Understanding of engineering drawing numbering systems, revision control protocols, and CAD file management principles
Associate degree in Business Administration, Engineering Technology, or related field, or equivalent professional certification
Ability to communicate effectively with engineers, project managers, and regulatory personnel regarding documentation requirements and compliance issues
Detail-oriented mindset with strong organizational skills to manage hundreds of documents simultaneously while maintaining accuracy and version control

FAQs

What does a Document Controller do in engineering projects?

A Document Controller manages the complete lifecycle of technical documentation in engineering and construction projects, from initial creation through final archive. They maintain master document registers, process engineering drawings and specifications through approval workflows, and ensure compliance with standards like ISO 9001 and API requirements. Document Controllers use specialized systems like SharePoint, ProjectWise, or Aconex to control document versions, coordinate reviews with engineering teams, and distribute controlled copies to authorized personnel. Their work is essential for maintaining project information integrity, meeting regulatory requirements, and ensuring seamless collaboration between contractors, clients, and regulatory bodies.

What qualifications are needed to become a Document Controller?

Most Document Controller positions require 2-3 years of experience in technical environments such as engineering, construction, or manufacturing, along with proficiency in document management systems like SharePoint or ProjectWise. An associate degree in Business Administration, Engineering Technology, or related field is typically preferred, though equivalent professional experience may substitute. Essential skills include knowledge of ISO 9001 quality systems, understanding of engineering drawing numbering and revision control, and advanced Excel skills for creating tracking matrices. Many employers also value familiarity with industry-specific standards such as API protocols in oil & gas or FDA validation requirements in pharmaceuticals.

Who does a Document Controller work with on projects?

Document Controllers collaborate extensively with multidisciplinary engineering teams including mechanical, electrical, and civil engineers who create and review technical drawings and specifications. They work closely with project managers to track deliverable status and meet milestone deadlines, and coordinate with contractors and subcontractors to ensure proper document distribution and compliance. Document Controllers also interface with quality assurance teams to maintain ISO 9001 compliance, regulatory affairs personnel for agency submissions, and clients or their representatives during document review cycles. In large projects, they may work with IT teams to maintain document management systems and with legal teams on contract deliverable requirements.

What is the salary range for Document Controller positions?

Document Controller salaries typically range from $45,000 to $75,000 annually, depending on experience level, industry, and geographic location. Entry-level positions in manufacturing or local construction projects may start around $40,000-$50,000, while senior Document Controllers in oil & gas, aerospace, or large infrastructure projects can earn $65,000-$80,000 or more. Those with specialized certifications in ISO 9001, PMP, or industry-specific standards often command higher salaries. Contract and project-based Document Controller positions, particularly in remote locations or international projects, may offer premium rates of $30-$50 per hour. The role offers strong job security due to regulatory compliance requirements and the critical nature of documentation in technical industries.