Job Description
Document Control Specialist
Location: Tulsa, OK
We are seeking a detail-oriented and organized Document Control Specialist to manage and maintain all project-related documents and records. This role involves ensuring that all documents are accurately filed, updated, and easily accessible, while ensuring compliance with company standards, industry regulations, and client requirements.
Key Responsibilities:
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Document Management: Maintain a centralized system for storing, organizing, and controlling project documents, including drawings, specifications, and reports.
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Version Control: Ensure that all documents are correctly versioned, with the latest revisions accessible to authorized personnel.
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Document Distribution: Distribute project-related documents to clients, and team members in a timely and efficient manner.
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Compliance and Standards: Ensure compliance with industry-specific regulations, company policies, and standards in document control and archival processes.
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Tracking and Retrieval: Track the progress of documents through approval workflows, ensuring all necessary approvals are obtained before distribution. Quickly retrieve documents as requested by team members or external partners.
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Audit Support: Assist in audits by providing organized and readily accessible documentation in accordance with audit requirements.
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Communication and Coordination: Coordinate with internal teams, external clients, and vendors to ensure proper handling and flow of documents.
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Archiving and Disposal: Ensure proper archiving of historical documents for future reference and compliance. Handle the disposal of outdated documents in accordance with company policy and legal requirements.
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Reporting: Generate and maintain regular reports on document status, revisions, and approvals for management and project teams.
Qualifications:
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High school diploma or equivalent (Associate's or Bachelor's degree in a related field is a plus).
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Proven experience in document control, project coordination, or administrative roles.
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Strong organizational and time-management skills with an eye for detail.
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Knowledge of document management software (e.g., SharePoint, Procore, Aconex) and other office software (Microsoft Office Suite).
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Ability to maintain confidentiality and handle sensitive information appropriately.
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Strong communication and interpersonal skills.
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Knowledge of industry-specific regulations (e.g., ISO, construction, legal) is a plus.
Preferred Skills:
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Familiarity with version control systems or experience in construction or engineering projects.
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Ability to work in a fast-paced environment with multiple competing priorities.
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Problem-solving skills and a proactive approach to resolving document-related issues.
