Document Control Supervisor

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Job Description:

Position Summary

We are seeking a hands-on Document Control Supervisor to lead document control activities supporting construction, engineering, quality, procurement, subcontractors, suppliers, and project management functions.

This role will oversee document control processes, systems, governance, and personnel for construction programs and projects. The supervisor will ensure that controlled documents and project records are received, processed, reviewed, approved, distributed, retrieved, retained, and protected in accordance with project procedures, the project Quality Management System, contractual requirements, client standards, and applicable regulatory requirements.

The successful candidate will build order out of complexity, strengthen document control practices across field and office teams, and serve as a trusted partner to Project Managers, Construction Managers, Engineering, Quality, and Operations leaders. This position will also administer and improve systems such as Procore and SharePoint, provide training and user support, and drive continuous improvement throughout the project lifecycle.

Key Responsibilities

Document Control and Records Management

- Lead project document control activities supporting construction, engineering, quality, procurement, project management, subcontractors, suppliers, and field operations.
- Develop, maintain, and administer document control processes and procedures for identifying, receiving, processing, reviewing, approving, revising, distributing, filing, preserving, retrieving, and retaining controlled documents and records.
- Administer controlled documents in accordance with the project Quality Management System, applicable ASME NQA-1 requirements, project procedures, client requirements, and contractual obligations.
- Control engineering and project documents, including drawings, specifications, procedures, work packages, vendor documents, quality records, change requests, RFIs/RFPs, and construction documentation.
- Ensure personnel have access to the current, approved revisions of drawings, specifications, procedures, work packages, and other controlled documents.
- Maintain document registers, revision histories, document status information, distribution records, transmittals, and other required tracking tools.
- Process new and revised documents through established review and approval workflows.
- Identify and prevent the unintended use of obsolete, superseded, or unapproved documents.
- Maintain document traceability and ensure controlled records are complete, legible, accurate, retrievable, secure, and protected from unauthorized access or alteration.
- Ensure the collection and retention of construction documentation throughout the project lifecycle.
- Manage the as-built documentation process and support the preparation, compilation, and turnover of final project records and closeout packages.
- Coordinate the handover of documents and records to Operations during construction and project closeout.

Systems Administration and Governance

- Administer, configure, and improve document management platforms, including Procore, SharePoint, and related electronic document management systems.
- Establish and maintain project repositories, file structures, naming conventions, metadata, permissions, workflows, document numbering, revision control, and distribution requirements.
- Provide oversight of employees, contractors, subcontractors, and other users operating within Procore and other project repositories.
- Perform quality control reviews of metadata, document content, cross-references, required signatures, revision status, and associated records.
- Manage user access, permissions, administrative controls, and periodic access audits.
- Ensure document control systems and records management practices align with client standards, project requirements, governance policies, and applicable legal, contractual, regulatory, and quality obligations.
- Safeguard confidential and protected information through appropriate storage, handling, distribution, access, and retention practices.
- Work with IT and project stakeholders to troubleshoot system issues, resolve access or workflow problems, and support system enhancements.

Project and Stakeholder Support

- Coordinate document control activities with Quality, Engineering, Construction, Procurement, Supply Chain, Contracts, project management, subcontractors, suppliers, and external client representatives.
- Partner with Project Managers, Construction Managers, and Operations leaders to tailor document control solutions to project needs while maintaining consistent standards.
- Monitor document workflows and resolve outstanding reviews, approvals, distribution issues, missing information, and other document control discrepancies.
- Ensure Document Control Coordinators regularly engage with site teams to confirm compliance with client standards, document numbering requirements, turnover requirements, and project procedures.
- Support audits, surveillances, assessments, inspections, and compliance reviews by retrieving controlled documents, records, and objective evidence.
- Verify that document control activities and records meet applicable project, quality, contractual, and client requirements.
- Identify process gaps and recommend practical improvements that enhance accuracy, efficiency, traceability, and user adoption.

Leadership, Training, and Continuous Improvement

- Provide direction, work coordination, supervision, mentoring, and performance support to Document Control Coordinators and other assigned personnel.
- Assign work, establish service expectations, monitor performance, and ensure timely and accurate document control support to active projects.
- Develop and deliver training for Document Controllers, field personnel, project teams, and system users.
- Prepare clear training materials, user guides, standard operating procedures, and onboarding resources that support quick and consistent adoption.
- Coach project teams and reinforce disciplined document management practices through regular communication, touchpoints, and feedback.
- Revise existing processes and procedures when project, client, system, or regulatory requirements change.
- Capture lessons learned and implement continuous improvements across the document control function.
- Stay current on emerging document management technologies, automation, and AI-enabled tools that may reduce manual effort and improve quality, accuracy, and accessibility.

Required Qualifications and Experience

- Typically 10 years of related experience, including 3 in a supervisory or management role in document control, records management, project controls, quality records, project information management, or a related discipline.
- Experience supporting industrial construction, engineering, infrastructure, transportation, energy, DOE, nuclear, federal, or other highly regulated projects.
- Experience administering controlled technical documents and revision processes.
- Experience with Procore; experience administering or supporting SharePoint is also required or strongly preferred.
- Experience with electronic document management systems, document repositories, and document workflow processes.
- Working knowledge of document numbering, revision control, distribution, transmittals, records retention, document status tracking, and access control.
- Experience supporting engineering drawings, specifications, procedures, work packages, vendor documents, construction records, and/or quality records.
- Experience with construction documentation such as change requests, RFIs, RFPs, submittals, work packages, and as-built records.
- Experience developing and maintaining document control processes, procedures, standard operating procedures, training materials, user guides, or governance documentation.
- Experience leading, supervising, or coordinating Document Control Coordinators, contractors, or other system users.
- Familiarity with construction closeout documentation, project turnover, audit readiness, records retrieval, retention requirements, and compliance reporting.
- Excellent computer skills, including advanced proficiency with Microsoft Office applications, particularly Word, Excel, Outlook, and SharePoint.
- Familiarity with Adobe Acrobat and/or Bluebeam.
- Strong troubleshooting, problem-solving, and analytical skills.
- Excellent written, verbal, presentation, client service, and stakeholder communication skills.
- Ability to manage competing priorities, changing requirements, multiple stakeholders, and time-sensitive deadlines.
- Ability to work independently while also contributing effectively as part of a multidisciplinary team.
- High level of discretion, dependability, professionalism, accountability, and reliability when handling confidential or protected information.

Preferred Qualifications

- Associate’s or bachelor’s degree in Business Administration, Construction Management, Quality, Information Management, Engineering, or a related field; equivalent education and experience may be considered.
- Experience working under an ASME NQA-1, DOE, USACE, or comparable quality program.
- Previous EPC, nuclear, energy, industrial construction, infrastructure, or large-scale construction experience.
- Experience supporting federal or highly regulated clients.
- Experience with USACE RMS or similar client-mandated project management and reporting systems.
- Membership or certification through ARMA, an Enterprise Content Management organization, or a related professional organization.
- Experience administering SharePoint sites, libraries, workflows, metadata, permissions, and document templates.
- Experience supporting project turnover and final records packages.
- Familiarity with quality audits, surveillances, assessments, and objective evidence retrieval.
- Experience using workflow automation, reporting tools, or AI-enabled solutions to improve document control performance.

Core Competencies

The successful candidate will demonstrate:

- Process Leadership: Ability to design, standardize, implement, and improve practical document control processes.
- Quality and Compliance: Strong understanding of controlled documents, quality records, traceability, revision control, and retention requirements.
- Systems Proficiency: Ability to administer and support Procore, SharePoint, and related document management systems.
- Attention to Detail: Consistent focus on accuracy, completeness, metadata quality, signatures, cross-references, and document status.
- Communication: Ability to make complex requirements clear and practical for field personnel, project teams, clients, and senior leaders.
- Problem Solving: Sound business judgment and the ability to resolve complex issues with appropriate escalation and follow-through.
- Leadership: Ability to lead, coach, train, and develop a small team while coordinating work across multiple project stakeholders.
- Adaptability: Ability to respond effectively to changing projects, clients, systems, and regulatory requirements.
- Accountability: Demonstrated dependability, punctuality, focus, ownership of assigned work, and ability to meet deadlines.
- Teamwork: Professional attitude and ability to work effectively both independently and collaboratively.

Key Relationships

- Reports To: Operations
- Matrixed Alignment: Director, Quality
- Supervises: Document Control Coordinators and assigned document control personnel
- Internal Partners: Project Managers, Construction Managers, Engineering, Quality, Procurement, Supply Chain, Contracts, IT, Operations, and field teams
- External Partners: Clients, subcontractors, suppliers, vendors, and external auditors or assessors

Success Measures

Success in this role will be demonstrated through:

- Consistent use of approved document control processes across assigned projects.
- Timely processing, review, approval, distribution, and retrieval of project documents.
- Accurate document registers, metadata, revision histories, transmittals, and status records.
- Effective prevention of obsolete or superseded document use.
- Strong Procore, SharePoint, and repository governance.
- Audit-ready project records and successful closeout and turnover packages.
- Effective training, adoption, and support for field and project teams.
- Timely resolution of workflow, access, quality, and compliance issues.
- Improved efficiency, traceability, and user experience across the document control function.

Other Duties

This job description is not intended to include every duty, responsibility, or activity required for the role. Duties, responsibilities, and activities may change at any time, with or without notice.

Security Clearance Requirement:
None

This position is part of our Federal Solutions team.

The Federal Solutions segment delivers resources to our US government customers that ensure the success of missions around the globe. Our intelligent employees drive the state of the art as they provide services and solutions in the areas of defense, security, intelligence, infrastructure, and environmental. We promote a culture of excellence and close-knit teams that take pride in delivering, protecting, and sustaining our nation's most critical assets, from Earth to cyberspace. Throughout the company, our people are anticipating what’s next to deliver the solutions our customers need now.

Salary Range: $88,400.00 - $154,700.00

We value our employees and want our employees to take care of their overall wellbeing, which is why we offer best-in-class benefits such as medical, dental, vision, paid time off, Employee Stock Ownership Plan (ESOP), 401(k), life insurance, flexible work schedules, and holidays to fit your busy lifestyle!

This position will be posted for a minimum of 3 days and will continue to be posted for an average of 30 days until a qualified applicant is selected or the position has been cancelled.

Parsons is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, veteran status or any other protected status.

We truly invest and care about our employee’s wellbeing and provide endless growth opportunities as the sky is the limit, so aim for the stars! Imagine next and join the Parsons quest—APPLY TODAY!

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