Document Controller (00514) chez PMA Consultants Careers

Organizational Responsibilities

• Leads or co-leads document control projects and initiatives to improve document lifecycle management and ensure alignment with regulatory standards and organizational goals.
• Oversees daily document management activities while mentoring junior staff and providing guidance on documentation standards, compliance requirements, and best practices.
• Collaborates with internal departments to develop, implement, and maintain standardized templates, controlled vocabularies, and taxonomies to support consistency and searchability.
• Designs and maintains structured databases and repositories using Microsoft Access, SQL Server, or Oracle to enhance data storage, access, and reporting capabilities.
• Serves as a subject matter expert in version control systems, ensuring change management procedures are followed and that the latest approved versions of documents are available across systems.
• Interprets and supports complex technical documents, drawings (e.g., CAD files), and specifications to ensure proper categorization and integration into document systems.
• Develops and refines metadata schemas and classification systems to improve document indexing and retrieval efficiency.
• Evaluates and implements enhancements to EDMS and document control procedures in response to evolving regulatory or operational requirements.
• Ensures compliance with internal document control policies and external regulations (e.g., ISO, FDA, GMP, etc.) and contributes to audit preparation and response efforts.
• Implements and enforces access controls, encryption, and secure document handling protocols in accordance with data protection and information security policies.
• Identifies and implements workflow automation opportunities using tools like Nintex, Power Automate, or other BPM platforms to streamline document-related processes.
• Partners with project management and IT teams to lead process optimization efforts related to document lifecycle and information governance.
• Maintains a high degree of accuracy, attention to detail, and document integrity when handling high volumes of documentation across departments.
• Communicates effectively across cross-functional teams to resolve documentation issues, support training efforts, and foster a culture of compliance and continuous improvement.
• Supports other duties as assigned, including contributing to policy development and internal audits.
• Other duties as assigned.

Qualifications

• Bachelor’s degree in Civil Engineering, Construction Management, Information Management, Business Administration, Library Science, or a related discipline strongly preferred; equivalent work experience may be considered.
• 3+ years of experience in document control, records management, or a related field within a regulated or operational environment such as transportation infrastructure, public transit, or municipal public works projects.
• Proficient knowledge of document management systems (e.g., SharePoint, OpenText, Documentum) and experience with system configuration, workflows, and user support.
• Proficient in electronic document management systems (EDMS) and version control tools with proven success in implementing best practices.
• Strong understanding of database systems (Microsoft Access, SQL Server, Oracle) and their application in document storage and retrieval solutions.
• Experience with a variety of file types and technical documentation (PDFs, DOCX, XLSX, CAD files) and managing conversions and integrations.
• Proficient in workflow automation platforms (e.g., Power Automate, Nintex) and able to build, test, and deploy automation solutions.
• In-depth understanding of metadata structures, document taxonomies, and indexing strategies for improved document categorization and access.
• Demonstrated ability to interpret, review, and manage technical drawings and specifications.
• Familiar with data security and access management best practices, including file encryption, role-based access controls, and secure transfer protocols.
• Proven track record of leading process improvement initiatives, training colleagues, and proactively identifying areas for efficiency gains.


Note: This opportunity is available at multiple levels. Final placement will be determined based on the selected candidate’s experience, skills, and alignment with business needs. We are committed to providing fair and equitable consideration for all applicants.

Location and Commitments

• Overtime work may be required occasionally to ensure certain deliverables are completed on time
• Weekend work is rare but occasionally may be necessary 

Physical Requirements & Working Conditions

• Prolonged periods sitting at a desk and working on a computer.
• The person in this position needs to occasionally move about inside the office environment including the use of stairs.
• Ability to adjust focus, especially due to concentration on a computer screen.
• Must communicate frequently with other departments and employees both verbally and in writing.
• May need to lift and carry up to 15 pounds and/or position the body to reach items on the floor/below knee level or overhead.