Job Description
We are seeking a highly skilled and detail-driven Document Control Specialist to own the organization, integrity, and accessibility of engineering project documentation across a portfolio of industrial capital projects. This role is centered on the effective use of SharePoint, Microsoft 365, and AI tooling to build, maintain, and adapt project document environments as standards evolve.
Key Responsibilities
SharePoint & Document Architecture
" Design, build, and maintain SharePoint Online sites and document libraries supporting active engineering capital projects.
" Develop and administer metadata structures, including site columns, content types, managed metadata term sets, column defaults, and validation rules, so that documents are retrievable by attribute rather than by folder path.
" Configure library views, filters, groupings, and sorting to serve the specific questions each user group needs answered.
" Administer versioning, retention of superseded documents, and site-level permissions in accordance with corporate governance policy.
" Exercise independent judgment on document organization working from an established standard where one exists, and proposing a defensible structure where one does not.
Standards Adaptation & Migration
" Migrate project documentation from network drives, legacy folder structures, and third-party document management systems into the current SharePoint standard.
" Reconfigure and re-tag existing libraries when organizational standards are revised, without loss of document history and without breaking existing links, views, or automation.
" Maintain consistent structure and tagging across project sites so that reporting and AI retrieval return reliable results portfolio-wide.
Document Control Execution
" Administer recurring document cycles, including monthly cost closings, schedule data-date archives, and monthly project status report retention.
" Maintain procurement documentation by work package, including specifications, bid packages, purchase orders, invoices, and change documents, supporting traceability for accounts payable reconciliation.
" Prepare and execute project closeout document packages, including as-built drawing submittals and uploads to external systems of record.
Standards, Training & Continuous Improvement
" Train and support project managers and engineering staff on document library use, metadata application, and AI tool usage.
" Recommend improvements to document management practices based on observed user behavior and retrieval failures.
" Stay current on SharePoint, Microsoft 365, Power Platform, and AI tool development through vendor resources and professional development.
Qualifications & Experience
" Demonstrated hands-on experience configuring SharePoint Online document libraries, including content types, site columns, managed metadata, views, column defaults, versioning, and permissions. (required)
" Advanced proficiency across Microsoft 365, including Outlook, Teams, Word, Excel (structured tables, lookups, pivot tables), and OneDrive, with fully cloud-based working habits. (required)
" Demonstrated use of AI tools in production work product, with specific examples of what the tool produced and what required correction. (required)
" Proven record of independently owning and maintaining a document library, register, or log at a high level of accuracy. (required)
" Demonstrated adaptability in environments where organizational standards, structures, or systems change during the course of the work. (required)
" Experience with Power Platform, including Power Automate flow development, Power Apps, and Power BI. (preferred)
" Experience with SharePoint site provisioning, templating, or design automation at scale. (preferred)
" Experience migrating content between document management systems. (preferred)
" Experience supporting multiple internal customers with differing document organization preferences. (preferred)
Mindlance is an Equal Opportunity Employer and does not discriminate in employment on the basis of Minority/Gender/Disability/Religion/LGBTQI/Age/Veterans