Document Controller

Overview

Position Summary

Document Management & Control

• Establish, implement, and maintain document control procedures, numbering systems, and filing structures.
• Receive, log, track, and distribute incoming and outgoing documents (drawings, specifications, reports, submittals, RFIs, contracts, correspondence, etc.).
• Ensure that only current, approved versions of documents are in circulation and that superseded versions are clearly identified and archived.
• Maintain electronic and physical document registers, ensuring accurate metadata, revision history, and status.
• Manage document transmittals to and from clients, consultants, contractors, vendors, and internal teams.

System Administration

• Operate and administer the Electronic Document Management System / Common Data Environment (e.g., Aconex, SharePoint).
• Set up project folders, permissions, workflows, and templates in line with company and client requirements.
• Support users with access, uploads, downloads, searches, and troubleshooting.
• Conduct periodic audits of the EDMS to ensure data integrity, consistency, and compliance with standards.

Quality, Compliance & Standards

• Ensure adherence to company document control procedures, quality management systems, and client-specific requirements.
• Check documents for completeness, correct format, naming conventions, revision control, and required approvals prior to issue.
• Support ISO or other certification/compliance requirements by maintaining accurate document records and logs.
• Assist in preparing documentation for audits, inspections, and management reviews.

Coordination & Communication

• Coordinate the flow of documents between internal departments and external parties, ensuring timely review and response.
• Monitor and follow up on outstanding reviews, approvals, and actions tied to documents.
• Provide regular reports on document status, overdue items, and key metrics to project management.
• Support project teams with document retrieval, search requests, and information queries.

Archiving & Closeout

• Organize and maintain document archives for active and closed projects in line with retention policies.
• Prepare handover documentation packages for clients, including final approved drawings, manuals, certificates, and records.
• Ensure all as-built and final documents are properly labeled, indexed, and stored for long-term reference.

Required Qualifications

• High school diploma or equivalent; post-secondary education in administration, records management, or related field is an asset.
• Minimum 6 years of experience in document control, records management, or administrative support, preferably in engineering, construction, oil & gas, utilities, or similar project environments.
• Experience working with an electronic document management system or CDE.

Preferred Qualifications

• Prior experience as a Document Controller on large-scale projects or within a PMO/engineering environment.
• Familiarity with industry standards and practices for document control and records management.
• Basic understanding of engineering and construction documentation (drawings, specifications, RFIs, submittals, method statements, etc.).
• Exposure to ISO quality management systems or similar frameworks.

Skills & Competencies

• Strong attention to detail, accuracy, and organization.
• Proficiency in MS Office Suite (Word, Excel, Outlook, PowerPoint).
• Ability to manage large volumes of documents and data systematically.
• Good written and verbal communication skills.
• Ability to prioritize tasks, meet deadlines, and work under pressure.
• Strong customer-service mindset when supporting project teams and external stakeholders.
• Discretion in handling confidential and sensitive documents.
• Parsons equally employs representation at all job levels no matter the race, color, religion, sex (including pregnancy), national origin, age, disability or genetic information.
• We truly invest and care about our employee’s wellbeing and provide endless growth opportunities as the sky is the limit, so aim for the stars!
• Imagine next and join the Parsons quest—APPLY TODAY!
• Parsons is aware of fraudulent recruitment practices.
• To learn more about recruitment fraud and how to report it, please refer to https://www.parsons.com/fraudulent-recruitment/.