Document Management System Jobs in Dallas, TX (NOW HIRING)

Job Title-: Document Controls Specialist

Location: Dallas, TX (4 days on-site)

Duration-: 12 months

Position Summary

The Document Controls Specialist will be responsible for developing, implementing, and maintaining document control processes for a portfolio of midstream and refining capital projects. This role will ensure project documentation is organized, current, secure, and readily accessible to project stakeholders throughout the project lifecycle. The successful candidate will establish and maintain centralized electronic document repositories, support document review and approval workflows, coordinate engineering and construction deliverables, and drive continuous improvement of document management practices. The role will also support the long-term development and optimization of digital document management solutions, including leveraging tools such as Bluebeam to improve collaboration, document accessibility, and workflow efficiency.

Key Responsibilities

Document Control & Records Management

• Develop and maintain document control procedures, filing structures, naming conventions, and document retention practices.
• Establish and manage centralized repositories for engineering, procurement, construction, and project management documentation.
• Ensure proper version control, document tracking, and revision management across multiple active projects.
• Maintain accurate records of project correspondence, transmittals, deliverables, and approvals.
• Archive and manage project closeout documentation and turnover packages.

Project Support

• Coordinate document flow between internal teams, engineering firms, contractors, vendors, and consultants.
• Track and monitor engineering and construction deliverables against project schedules.
• Maintain project document registers and status reports.
• Support project teams by ensuring access to current and approved project documentation.
• Assist in management of change (MOC) and project governance documentation.

Systems & Process Improvement

• Evaluate and implement tools and technologies that improve document management efficiency and project collaboration.
• Develop standardized workflows and best practices for document distribution, review, and approval.
• Support the ongoing enhancement of electronic document management systems and repositories.
• Utilize platforms such as SharePoint, Bluebeam, and other document management tools to improve project execution and information accessibility.
• Identify opportunities to automate manual document control processes.

Quality & Compliance

• Perform routine audits of document repositories to ensure compliance with company standards.
• Maintain consistency and accuracy of project records.
• Support regulatory, operational, and internal audit requirements.
• Ensure appropriate document security and access controls are maintained.

Required Qualifications

• 5+ years of document control experience supporting engineering, construction, industrial, or energy projects.
• Experience managing electronic document management systems and project repositories.
• Strong organizational skills with exceptional attention to detail.
• Proficiency with Microsoft Office Suite, SharePoint, Teams, Bluebeam and related collaboration tools.
• Ability to manage multiple projects and competing priorities.

Preferred Qualifications

• Associate's or Bachelor's degree in Business, Construction Management, Engineering Technology, Information Management, or related field.
• Experience supporting midstream, pipeline, terminal, processing, refinery, or other energy infrastructure projects.
• Familiarity with engineering drawings, specifications, and construction documentation.
• Experience with Bluebeam Revu, SharePoint, Procore, Autodesk Construction Cloud, Aconex, or similar platforms.
• Knowledge of project controls and project management processes.
• Experience establishing document management frameworks for growing organizations.

Key Competencies

• Document Control
• Records Management
• Electronic Document Management Systems (EDMS)
• Process Development
• Engineering and Construction Documentation
• Workflow Management
• Data Organization
• Quality Assurance
• Stakeholder Coordination
• Continuous Improvement
• Success Measures
• Establishment of a reliable and scalable document repository for all active projects.
• Accurate and timely processing of project deliverables and document revisions.
• Improved accessibility and traceability of project documentation.
• Standardization of document control processes across the project portfolio.
• Successful implementation of digital tools and workflows that enhance collaboration and efficiency.

Ideal Candidate: A proactive document controls professional who can build structure where it does not exist, create scalable document management processes for a growing capital projects organization, and help drive the long-term digital transformation of project document management practices.