Document Control Specialist

Role Overview

Document Control Specialist at HILL International. This role manages and controls program documentation to maintain accuracy, traceability, and compliance with Program Management Office (PMO) standards across all stakeholders.

Role Purpose

Manage and maintain project documents using industry-standard systems, coordinate document flow across multiple teams and stakeholders, and ensure all submissions comply with program requirements, procedures, and quality standards throughout the program lifecycle.

Key Responsibilities

Document Management & Systems

• Manage and maintain project documents using systems such as Aconex, SharePoint, or other Document Management System (DMS) platforms.
• Maintain and update document registers, including drawings, RFIs, technical submittals, deliverables, compliance sheets and program correspondence.
• Maintain strict version control so that only the latest approved documents are used.

Coordination & Communication

• Coordinate document flow between the Client, PMO team, Consultants, and Contractors to support timely submission, review, and approval.
• Monitor document review cycles and follow up with stakeholders to secure timely responses and adherence to deadlines.
• Support program teams in tracking deliverables and maintaining organized documentation.

Tracking & Distribution

• Track all incoming and outgoing documents, maintaining proper logging, distribution, and filing.
• Prepare and issue transmittals with accurate records and full traceability.

Compliance & Quality

• Verify that all submissions comply with program requirements, procedures, and quality standards.
• Safeguard the confidentiality, accuracy, and integrity of all program documentation throughout the program lifecycle.
• Assist in audit preparation by keeping documentation complete and properly archived.

Qualifications & Experience

• Bachelor's degree (BA/BS) in a relevant field.
• Minimum of 3 years of experience as a Document Controller.
• Hands-on experience using industry-standard Document Management Systems (e.g., Aconex, SharePoint, EDMS).
• Good understanding of document control processes, procedures, and workflows within PMO environments.
• Familiarity with administrative, clerical, and customer service practices.

Skills & Competencies

• Strong command of written and spoken English.
• Proficient in Microsoft Office applications, particularly Word, Excel, and Outlook.
• Strong organizational and communication skills.
• Ability to coordinate effectively with multiple stakeholders.
• Ability to manage multiple tasks, prioritize workload, and meet deadlines in a fast-paced project environment.