Document Control Coordinator

Job description

Position Purpose: We seek a detail-oriented and tech-savvy Document Control Coordinator to join our Gum Springs team. The ideal candidate will streamline document control processes, enhance information management, and support digital innovation initiatives within our Veolia Hazardous Waste site. The Document Control Coordinator is responsible for supporting and enhancing the site’s day-to-day document control processes specific to Gum Springs’ documents including mandatory Policy statements, Standard Operational Procedures (SOPs), Step-by-Step Work Instructions, and objective proof of quality known as Records. This role ensures the timely and accurate distribution of information across the site’s departments, manages the documentation lifecycle, and implements robust procedures for maintaining transparent, current, and traceable records. The coordinator will play a crucial role in supporting the Gum Springs Hazardous Waste site by leveraging technical expertise to optimize document management systems, facilitate seamless information access, and drive digital transformation throughout the site. Through these efforts, the position contributes significantly to site success and organizational efficiency in our dynamic, fast-paced environment. Primary Duties/Responsibilities: Document Control: Implement and maintain document management methodologies and best practices, including document control procedures specific to Gum Springs. Manage and organize documentation using AODocs and other document control software. Manage and organize other documents such as Process Flow Diagrams (PFDs), Process & Instrumentation Diagrams (P&IDs), and Contracts as needed. Maintain classification systems for efficient document retrieval and organization. Refine or develop new classification system as needed. Control the flow of documents within the site organization ensuring that changes and periodic reviews are completed and approved in a timely manner. Maintain accurate records of document receipt, issue, changes, and distribution, ensuring timely responses when required. Update and maintain document management systems, including both digital and physical records. Ensure all documentation meets formal requirements and required standards. Training & Process Development: Develop AODocs training program and train project teams and third-party users as needed. Support departmental teams in adopting document control best practices. Collaborate with departmental teams to identify areas for digital innovation and process improvement. Data Analysis & Reporting Conduct data analysis to assess and improve the document control process and reporting. Create and maintain dashboards and reports using Google Workplace tools and AppSheets. Generate compliance and audit reports as required. Compliance & Quality Assurance Conduct regular document reviews and audits to ensure compliance and accuracy. Maintain confidentiality around sensitive information and ensure secure destruction of sensitive documents when necessary. Ensure documentation meets regulatory and company compliance requirements. Support audit readiness and documentation reviews. Stakeholder Support & Coordination Support the site in special projects requiring document control within the hazardous waste site. Coordinate document distribution and updates across the site’s departments and teams. Facilitate seamless information access for authorized personnel. Other duties as assigned. Work Environment: Spends most of time in an office environment. Occasional visits to plant areas. Limited travel across the U.S. and Canada Education/Experience/Background: Bachelor's degree in Construction Management, Business Administration, Information Management, Industrial Engineering, or related field preferred Valid driver's license and with potential to visit other sites in North America 3-4 years of document control or project coordination experience Experience with AODocs, AppSheet, or data visualization tools Knowledge/Skills/Abilities: Proficiency with document management systems (AODocs preferred) Strong proficiency with Google Workplace / Microsoft Office Suite (Google preferred) Excellent organizational and communication skills Proficiency with AODocs and document management software Working knowledge of data analysis and visualization Excellent organizational and communication skills Ability to work with cross-functional teams Quick learner and strong team player Flexible, adaptable, and open-minded Basic engineering project management principles and practices a plus Familiarity with Process & Instrumentation Diagrams (P&IDs) a plus Familiarity with BlueBeam or similar a plus Physical Requirements: While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; and stoop, kneel, or crouch. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus. Possible Work Hazards: Must take care in moving or lifting office supplies. Infrequent exposure to plant hazards including noise, heavy equipment, chemicals and fumes. Benefits: Veolia’s comprehensive benefits package includes paid time off policies, as well as health, dental, vision, life insurance, savings accounts, tuition reimbursement, paid volunteering and more. In addition, employees are also entitled to participate in an employer sponsored 401(k) plan, to save for retirement. We are an Equal Opportunity Employer! All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. Disclaimer: The salary, other compensation, and benefits information is accurate as of the date of this posting. The Company reserves the right to modify this information at any time, subject to applicable law. Veolia in North America is the top-ranked environmental company in the United States for three consecutive years, and the country’s largest private water operator and technology provider as well as hazardous waste and pollution treatment leader. It offers a full spectrum of water, waste, and energy management services, including water and wastewater treatment, commercial and hazardous waste collection and disposal, energy consulting and resource recovery. Veolia helps commercial, industrial, healthcare, higher education and municipality customers throughout North America. Headquartered in Boston, Veolia has more than 10,000 employees working at more than 350 locations across North America.