Document Control Specialist

About the Role

ControlPoint Technologies is seeking a Document Control Specialist to support its Substation Engineering team.

Key Responsibilities

• Manage, organize, track, and maintain project documentation, transmittals, submittals, and communications.
• Develop, update, request, receive, and publish project documents.
• Maintain a high degree of internal and external customer service via clear and timely communication and reporting.
• Assist in processing and requesting engineering & construction project documentation and drawings using ControlPoint guidelines and other company systems.
• Maintain and administer document control systems for utility engineering, transmission, distribution, substation, and capital improvement projects.
• Receive, review, classify, distribute, and archive project documentation.
• Ensure all project documents are current, accurate, properly approved, and accessible to authorized personnel.
• Track document status, approvals, transmittals, and revision history.
• Coordinate document submissions between engineering teams, clients, and sub-contractors.
• Control revisions of engineering drawings, specifications, calculations, procedures, reports, and technical documents.
• Assure credibility of information in submittal packages, update document attributes, and verify submittal package integrity.
• Support project closeout activities, including final document turnover packages and record retention.
• Maintain project records in accordance with company policies, client requirements, and regulatory standards.
• Generate and maintain document control reports and metrics for project managers and stakeholders.
• Assist with document control audits, quality assurance reviews, and compliance inspections.
• Ensure confidentiality and security of controlled documents.
• Receive, organize, review, and process large folders and files per company procedure.
• Implement document control procedures and support project teams in submitting complete design packages.
• Track requested and available/unavailable drawings with the client's document management team.
• Attend document control related client meetings.
• Learn from and work with other Document Control Specialists and team members.

Requirements & Tech Stack

• Microsoft Office Suite: Excel, Word, Outlook, SharePoint.
• Proficiency in document numbering, filing structures, and revision tracking.
• Understanding of engineering workflows, construction packages, and project lifecycle management.
• Ability to work collaboratively with engineers, designers, project managers, and client's personnel.

Qualifications

• Education: Associate's or Bachelor's degree (Technical degree preferred).
• Communication Skills: Minimum 0-4 years demonstrated communication skills to deal with internal/external clients.
• Documentation Management: Minimum 0-4 years experience managing technical and engineering documentation.
• Electronic Document Management Systems (Preferred):
• SharePoint
• Autodesk Construction Cloud
• ProjectWise
• OpenText
• Documentum
• Bentley Systems tools
• Project Experience (Preferred):
• Supporting electric utility, substation, transmission, distribution, renewable energy, or EPC projects.
• Supporting large capital infrastructure projects.
• Technical Knowledge (Preferred):
• Understanding of engineering drawing standards and revision control processes.
• Knowledge of utility regulatory requirements and records retention standards.
• Drafting Experience is a plus.

Knowledge, Skills & Abilities

• Strong attention to detail and organizational skills.
• Ability to manage large volumes of technical documentation.
• Excellent written and verbal communication skills.
• Strong problem-solving and analytical abilities.
• Ability to prioritize multiple projects and deadlines.

Typical Utility Documents Managed

• Substation design packages
• Protection & Control drawings
• Relay settings files
• Construction drawings
• Equipment drawings and specifications
• Engineering calculations
• RFI logs
• As-built drawings

Benefits

• Paid Time Off - Flexible PTO policy.
• Bonus and Incentive Plans - Annual bonus and monthly incentives.
• Company Matched Retirement Plan - Competitive 401(k).
• Comprehensive Insurance - Medical, Dental, Vision, Life and Disability Insurance.
• Learning and Development - Company paid training, seminars, and events.
• Tuition Reimbursement available.
• Professional Licensure - ControlPoint covers licensure fees for licensed Professional Engineers, and training costs for those seeking licensure.
• Hybrid Office Schedule - Flex / hybrid / in-office schedule or fully remote option available for qualified employees.

Salary

• Base Compensation Annual Range: $50,000-$70,000