Document Control Officer – Quality Department

About the role

As a Document Control Officer at HS Group, a multinational engineering and architectural consultancy, you will act as the primary custodian of engineering records, technical submittals, and contractual documents. You will create a single source of truth, enforce strict naming conventions, manage document lifecycles, and ensure full compliance with ISO 9001 and internal quality frameworks.

Key responsibilities

• Perform formal quality checks on all incoming and outgoing engineering deliverables, verifying title blocks, revision blocks and templates.
• Enforce the six‑field document naming convention and assign sequential serial numbers to prevent duplication.
• Maintain clear separation between draft/review revisions and approved/issued revisions, stamping and segregating obsolete files.
• Guide documents through the gateway workflow (Draft → Internal Review → Final Approval → DC Release) while tracking SLAs and turnaround times.
• Prepare, register and issue controlled transmittals, ensuring alignment with purpose codes and document revision states.
• Administer the Electronic Document Management System (EDMS/DMS), configure folder structures, assign role‑based permissions and preserve audit trails.
• Conduct periodic internal audits, generate quality management reports and monitor core metrics.
• Execute project close‑out procedures, apply As‑Built stamps, implement data freezes and manage retention schedules.

Required profile

• Strong attention to detail and ability to work under strict quality standards.
• Experience in a document control or records management role within engineering or construction projects.
• Familiarity with ISO 9001 quality management systems and corporate document control policies.
• Excellent organizational skills and the capacity to coordinate with lead engineers, project managers and quality teams.

Required skills

• EDMS/DMS administration and configuration.
• Implementation of document naming conventions and serial numbering.
• Revision and version control procedures.
• Preparation and management of controlled transmittals.
• Document audit, reporting and retention management.
• Knowledge of ISO 9001 document control requirements.