Document Controller

ESSENTIAL DUTIES AND RESPONSIBILITIES

• include the following:
• Manage, control, and coordinate the flow of internal and external documentation throughout the organization and project lifecycle, including ETO project deliverables.
• Track, issue, and distribute documents internally and externally, ensuring timely and accurate delivery.
• Review and verify document accuracy, including revision levels, title block content, and ASME drawing compliance requirements, prior to submission.
• Maintain strict confidentiality of technical information and sensitive documentation.
• Review, update, and track the status of all project documentation, including manuals, calculation reports, ASME and ETO drawings, bills of materials, and other engineering deliverables.
• Collaborate closely with Sales, Engineering, & Operations to ensure alignment between released documentation, manufacturing, and production requirements.
• Distribute incoming documentation and ensure appropriate team members, including Sales, Project Managers, Engineering, and Operations personnel, are notified of updates, revisions, and new deliverables in a timely manner.
• Prepare, issue, and manage official document transmittals in accordance with project and client requirements.
• Create, maintain, and manage the Document Distribution Matrix (DDM) for each project, ensuring the accuracy of information provided by document originators.
• Maintain document control logs, formats, and tracking systems to reflect current document status and project progress.
• Monitor client portals regularly to track notifications, updates, and newly issued or revised documents.
• Maintain communication with client Document Controllers or designated contacts to coordinate deliverables and document requirements.
• Follow company and client quality systems, procedures, and guidelines for document control, including coding, document structure, and ASME/ETO documentation standards.
• Create document templates and ensure compliance with client-required formats, industry standards, and regulatory requirements.
• Archive, organize, and maintain digital control of technical, administrative, and project documentation in accordance with Company guidelines, procedures, ISO9001, and ASME requirements.
• Execute document retention in accordance with Company guidelines and procedures.
• Participate in project closeout, including document handover and final delivery in accordance with project and client specifications.
• Prepare final document packages in accordance with client requirements, corporate standards, and applicable ASME documentation expectations.
• Participate in client meetings related to document control, deliverables, and requirements.
• Support continuous improvement initiatives by identifying opportunities to enhance document control processes, including coordination with Sales, Engineering and Operations.
• Perform additional duties as assigned to support business and project needs.
• The above are considered essential duties and are illustrative of those job tasks, which are fundamental. Employees may be required to perform additional related duties as may be assigned by management. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience

Skills and Abilities

• Highly organized with strong attention to detail and accuracy.
• Ability to manage multiple tasks, priorities, and deadlines in a fast-paced environment.
• Strong verbal and written communication skills, with the ability to interact effectively at all levels of the organization and with external clients.
• Demonstrated ability to work under pressure while maintaining quality and professionalism.
• Strong sense of responsibility, professionalism, and discretion when handling sensitive and confidential information.
• Ability to quickly learn and adapt to new systems, procedures, and processes.
• Team-oriented with a service-driven mindset and commitment to quality outcomes.
• Ability to follow established processes while identifying opportunities for continuous improvement.
• Proficient in managing client portals, digital repositories, and collaborative platforms.
• Intermediate proficiency in Microsoft Office and general computer literacy.
• Ability and willingness to learn from experience, feedback, and guidance from supervisors.
• Strong coordination and organizational skills related to document tracking, distribution, and control processes.
• Attention to detail in reviewing document revisions, formatting, and content accuracy.
• Possesses a strong sense of ethics and integrity. (Thermon 3C's)

Physical Demands

Work Environment

Benefits

• Bonus eligibility.
• Medical, Dental, and Vision.
• Short-Term Disability, Long-Term Disability, and Life Insurance.
• 401k with Company Match.
• Paid Time Off.

Equal Opportunity Statement