Document Control Administrator

The Document Control Administrator is responsible for managing, organizing, and maintaining all controlled project documentation throughout the fabrication and construction lifecycle. This role ensures that drawings, specifications, reports, and related documents are properly distributed, recorded, and archived in accordance with EZARC's quality standards and client requirements. The Document Control Administrator plays a critical role in ensuring that the most current and accurate information is available to fabrication, quality, and project teams supporting high-tech construction projects.

Key Responsibilities

Document ManagementControl

- Administer and maintain document control systems for fabrication and construction projects, ensuring all documents are current, accurate, and properly filed.

- Receive, log, and distribute drawings, submittals, specifications, and technical documents to appropriate departments and personnel.

- Manage revision control to ensure that outdated or superseded documents are promptly removed from use and properly archived.

- Maintain document transmittals, registers, and tracking logs per company and client standards.

- Ensure that documents meet internal formatting, naming, and numbering conventions.

QualityCompliance

- Verify documents meet internal quality standards before distribution.

- Maintain confidentiality of proprietary designs and client information.

- Support audits and QA/QC reviews by providing document control records as needed.

Project Coordination

- Coordinate document flow between engineering, fabrication, quality, and project management teams.

- Ensure all stakeholders are working from the latest approved documents.

- Support project closeout by compiling turnover packages, including QA/QC-related project files to be shipped with completed products.

- Track document submittals and approvals, providing updates to project teams as needed.

System AdministrationCompliance

- Manage document control software or shared drives (e.g., Viewpoint, Procore, or SharePoint) for versioning and access control.

- Assist in developing and maintaining document control procedures and templates.

- Ensure compliance with company, client, and industry standards (AISC, ISO, or client-specific requirements).

- Support onboarding and training of staff in document handling procedures.

Administrative Support

- Prepare and distribute transmittals, cover sheets, and correspondence related to submittals or project documentation.

- Scan, archive, and upload records as needed.

- Provide clerical and administrative support to Project Management and Quality departments.

Qualifications

EducationExperience

- High school diploma or GED required; associate degree in business administration, engineering technology, or related field preferred.

- Minimum 2 years of experience in document control or quality administration within construction, fabrication, or manufacturing industries.

- Experience with high-tech or industrial construction projects is highly desirable.

SkillsCompetencies

- Strong attention to detail and organization skills.

- Proficient in Microsoft Office Suite (Word, Excel, Outlook) and document management platforms such as Viewpoint, Procore, Bluebeam, or SharePoint.

- Understanding of fabrication documentation requirements and quality assurance processes.

- Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

- Excellent communication and interpersonal skills for coordinating across departments and clients.

Physical Requirements

- Primarily office-based within a fabrication or industrial setting.

- Periodic walking through fabrication areas to collect or verify records may be required.

- Ability to lift and carry document boxes up to 25 lbs.

Work Environment

- Office environment within a fabrication facility.

- May require interaction with production, QA/QC, and project staff in shop or field settings.

- Must adhere to all company safety and PPE requirements when on the shop floor.