Document Controller

POSITION OVERVIEW:

The Document Controller at Greython plays a vital role in managing all project-related documentation, ensuring accuracy, compliance, and timely accessibility. They establish and maintain document control procedures, tracking systems, and version control to prevent miscommunication and data loss. Working with engineers, contractors, and project managers, the Document Controller ensures timely and accurate distribution of documents.

Responsibilities include managing both digital and physical archives, verifying document integrity, and performing quality checks. The role uses platforms like Procore, SAGE, and file-sharing tools to manage and distribute documents, serving as the central point of contact for document-related queries across teams.

This role demands a high level of attention to detail and discretion, especially with sensitive and proprietary materials. The Document Controller also supports audits by ensuring proper logs, documentation, and version history are easily accessible, ultimately contributing to the operational efficiency of Greython’s construction projects.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES:

• Administer electronic document management systems for proper storage, indexing, and retrieval

• Ensure only the latest document versions circulate, tracking all revisions and updates

• Distribute documents to engineers, contractors, and stakeholders on time

• Verify document format, completeness, and compliance through regular audits

• Implement access controls for sensitive/confidential information

• Standardize folder structures and templates for each project

• Act as the go-to contact for document queries to support communication across departments

• Archive completed project files for future use or legal reference

• Train staff on document control systems and protocols

• Generate reports on document statuses, pending approvals, and compliance

EDUCATION AND EXPERIENCE REQUIREMENTS:

• 2–5 years of document control experience, ideally in construction

• Experience with RFIs, submittals, contracts, and technical drawings

• Associate degree or certification in Records/Construction Management

• Bachelor’s degree in Business Administration, Construction Management, or Information Management preferred

KNOWLEDGE | SKILLS | ABILITIES REQUIRED:

• Meticulous attention to detail to avoid errors

• Strong time management and prioritization skills

• Analytical thinking to optimize document workflows

• Adaptability to changing tools, demands, and priorities

• Effective interpersonal communication across teams

• Ability to multitask and maintain document flow under pressure

• High standards for data privacy and compliance

PHYSICAL REQUIREMENTS:

• Lift and carry up to 25 lbs

• Read documents and computer screens

• Typing and data entry for long periods

• Prolonged desk work

• Occasional bending, stooping, and reaching

• Office-based work environment with occasional field visits

• Potential travel as needed

IT REQUIREMENTS:

• Familiarity with Microsoft Office

• Use of ERP/Accounting software such as QuickBooks, Procore, SAP, SAGE

• Proficiency with shared file systems like Dropbox

• Use of mobile devices, laptops, or tablets for daily work