Document Controller

Document Controller

CECO Environmental is a global leader in providing sustainable solutions for industrial air, water, and energy transition. Since 1966, we've been addressing the world's most pressing environmental challenges. Our mission is to protect people, the environment, and industrial equipment, making a tangible impact across industries like renewable energy, semiconductor manufacturing, power generation, and water treatment. As a purpose-driven company, we foster a culture of innovation, collaboration, and integrity, ensuring that every project we undertake creates lasting positive change. At CECO, you'll be part of a growing, dynamic team committed to a cleaner, safer, and more sustainable future.

The Document Controller is responsible for the management, control, and maintenance of company and project-related documents in accordance with organizational policies and compliance standards. This role ensures accuracy, quality, and integrity of documentation throughout its lifecycle including creation, review, revision, distribution, and archival. The Document Controller serves as the primary point of contact for internal teams, external partners, auditors, and clients regarding documentation processes, version control, and information governance.

Your Responsibilities Will Be:

• Maintain and manage all controlled documents, including procedures, drawings, specifications, manuals, reports, and correspondence.
• Implement and enforce document control processes, templates, naming conventions, approval workflows, and retention standards. Receive, review, log, and distribute incoming and outgoing project documentation through the established document control system (DCS).
• Ensure accurate version control and prevent use of outdated documents in operations or project execution.
• Monitor documentation workflows to ensure timely review, approval, and release by responsible stakeholders.
• Track and report document status, outstanding actions, overdue approvals, and quality compliance issues.
• Maintain document registers, metadata, audit trails, and distribution matrices.
• Support teams with generating, revising, formatting, and uploading project documentation.
• Administer the document management system (SharePoint, Aconex, Procore, Meridian, etc.) and provide first-level user assistance.
• Conduct regular audits to ensure compliance with document control procedures and company quality management standards.
• Ensure secure storage and accessibility of documents while protecting confidentiality and restricted access materials.
• Prepare documentation packages, transmittals, submittals, and records for clients, regulatory agencies, and auditors.
• Coordinate with engineers, project managers, procurement, HSE, and operations teams to ensure documentation completeness.
• Support continual improvement initiatives for documentation processes, templates, and digital workflows.

Required Qualifications:

• 2+ years of experience in document control within engineering, manufacturing, construction, oil & gas, or similar technical environments.
• Strong proficiency in MS Office Suite (Excel, Word, PowerPoint).
• Familiarity with file naming conventions, metadata tagging, and document numbering systems.
• Preferred: Experience with electronic document management systems (EDMS), such as Aconex, Procore, SharePoint, SAP, Oracle, or similar platforms.

Competencies, Skills & Abilities: To perform the job successfully, an individual must be able to execute each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and ability required.

Knowledge:

• Knowledge of document control standards, best practices, and lifecycle management.
• Understanding of quality management systems (QMS), recordkeeping requirements, and auditing processes.
• Awareness of engineering drawings, ISO standards, or construction documentation is a plus.

Skills:

• Organization & Time Management: Ability to manage large volumes of documents and prioritize tasks.
• Attention to Detail: Ensures accuracy, consistency, and completeness of documentation.
• Communication: Clear written and verbal communication with cross-functional teams.
• Technical Aptitude: Ability to quickly learn and administer documentation systems.
• Analytical Thinking: Tracking, reporting, and identifying gaps or process inefficiencies.

Abilities:

• Ability to work independently and collaboratively under tight deadlines.
• Ability to understand technical terminology, drawings, and specifications.
• Strong problem-solving capabilities to resolve documentation discrepancies.

Travel Requirements (Requirement): Ability to Travel if required

Work Environment: This position is based at the headquarters located in Dallas, TX. Minimal physical requirements, primarily computer use, and communication via virtual platforms, are necessary. Flexibility to adapt to occasional scheduled video meetings and collaborative tasks is essential.

Physical Demands:

Positions in this function typically require standing, climbing, balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions. Concentrated mental and/or visual attention. The work involves performing complex tasks to very close accuracy and quality specifications, or a high degree of hand and eye coordination for sustained periods. Compliance with company attendance standards.

The job is typically performed under comfortable working conditions; any disagreeable elements are generally absent during normal performance of job. Compliance with company attendance standards.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.