Document Controls Specialist (Tx)

Job Description

We are seeking an experienced Document Controls Specialist to support large-scale data center programs through document management, quality documentation coordination, commissioning documentation administration, records management, and information governance.

This individual will serve as a key member of the Quality and Commissioning organization, responsible for maintaining document control processes, enforcing document standards, managing file structures, administering naming conventions, tracking drawing revisions, and ensuring project records are organized, accurate, and readily accessible.

The ideal candidate will have 4-7 years of document controls, project coordination, quality systems, commissioning administration, or project records management experience supporting large, technical programs. This role requires exceptional attention to detail, strong organizational skills, and experience working with complex document management systems and project collaboration platforms.

This is an office-based position focused on document management, quality control processes, reporting, stakeholder coordination, and information governance.

Key Responsibilities

Document Control & Records Management

Manage project documentation in accordance with established document control standards and procedures.

Maintain document repositories and ensure records remain organized, accurate, and easily retrievable.

Administer document workflows, approvals, revisions, and distribution processes.

Monitor document compliance with project requirements, naming conventions, metadata standards, and filing structures.

Ensure all records are properly archived and maintained throughout the project lifecycle.

Perform routine audits of project documentation to verify accuracy and completeness.

Quality & Commissioning Documentation Support

Support Quality and Commissioning teams with management of project records and documentation packages.

Maintain commissioning documentation, turnover records, testing documentation, quality reports, and project deliverables.

Track documentation status and completion requirements associated with quality and commissioning processes.

Coordinate collection and organization of project deliverables for readiness reviews and turnover activities.

Assist stakeholders with document submission requirements and document control procedures.

Monitor document completion metrics and provide status reporting.

File Structure & Information Governance

Establish and maintain standardized project folder structures and document organization frameworks.

Support implementation and enforcement of document management best practices.

Ensure consistency in document categorization, indexing, metadata assignment, and storage requirements.

Develop and maintain project document registers and tracking logs.

Support governance initiatives related to document retention, version control, and records management.

Identify opportunities to improve document management efficiency and consistency.

Drawing & Technical Documentation Administration

Manage drawing records, drawing revisions, review cycles, and distribution workflows.

Maintain current and historical versions of technical documentation.

Coordinate updates to drawing logs, revision registers, and document tracking systems.

Verify proper filing and organization of design documentation, technical records, and related project deliverables.

Support stakeholders in locating and accessing project documentation.

Ensure drawing management processes align with established project standards.

Naming Convention & Standards Compliance

Enforce project naming conventions and document formatting standards.

Review documentation for compliance with document control procedures.

Ensure proper version control and revision tracking practices are followed.

Support standardization efforts across project teams and stakeholders.

Create guidance materials and documentation standards for project participants.

Assist with onboarding stakeholders to document management requirements and workflows.

Reporting & Documentation Analytics

Develop and maintain document tracking reports, dashboards, and status summaries.

Monitor document workflow metrics and completion status.

Generate reports related to document submissions, approvals, outstanding items, and readiness requirements.

Track aging documentation and escalate overdue items as appropriate.

Support leadership teams with documentation status reporting and records management metrics.

Maintain visibility into quality and commissioning documentation progress.

Stakeholder Coordination

Serve as a primary point of contact for document management questions and support requests.

Coordinate with project management, project engineers, quality teams, commissioning teams, vendors, consultants, and stakeholders.

Facilitate communication related to document submissions, revisions, approvals, and records management.

Support project meetings and provide updates on document control status and outstanding requirements.

Assist teams in resolving documentation discrepancies and process-related issues.

Process Improvement & Continuous Improvement

Identify opportunities to improve documentation workflows and administrative processes.

Support implementation of document control best practices.

Recommend enhancements to filing structures, tracking mechanisms, and reporting processes.

Participate in process improvement initiatives related to quality and commissioning documentation.

Support development and maintenance of document control procedures and standards.

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to [email protected] learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/.

Skills and Requirements

4-7 years of experience in document controls, records management, project coordination, project administration, quality documentation management, commissioning administration, or related functions.

Experience supporting large-scale programs valued at $100M+.

Strong experience managing document control systems, revision control processes, and document workflows.

Experience maintaining file structures, document repositories, naming conventions, and records management processes.

Experience coordinating drawings, technical documentation, quality records, and project deliverables.

Strong understanding of document lifecycle management and version control principles.

Exceptional attention to detail and organizational skills.

Strong written and verbal communication skills.

Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.

Ability to manage large volumes of documentation while maintaining a high level of accuracy. Experience supporting data center, mission-critical, semiconductor, advanced manufacturing, utility infrastructure, or similarly complex technical programs.

Experience supporting quality management systems or commissioning documentation processes.

Experience with document management platforms such as:

Autodesk Construction Cloud

BIM 360

Procore

Aconex

SharePoint

Bluebeam

EDMS platforms

Experience managing turnover documentation and operational readiness records.

Familiarity with drawing management and revision control processes.

Bachelor's degree in Business Administration, Information Management, Project Management, Engineering Technology, or related discipline.

Experience supporting projects valued at $250M+.