Document Control Specialist

Job Title: Document Control Specialist / Senior Specialist – Energy Solutions

Location: Newark, New Jersey (Hybrid – up to 3 days a week in the office)

Position Type: Full-Time

About Us

CARIAN is a leading, women-owned, management consulting firm specializing in program management and program delivery services for the utilities market, including power, nuclear, renewables, and data centers. Our mission is to deliver innovative solutions and excellence in service to our clients. We are seeking a Document Control Specialist / Senior Specialist to manage and optimize our documentation systems within our Renewables & Energy Solutions sector clients.

Job Summary

The Document Control Specialist / Senior Specialist is responsible for maintaining and managing documentation systems, ensuring accurate and timely management of all documents and information relevant to our Renewables & Energy Solutions sector clients. This role involves collaboration with cross-functional teams, adherence to regulatory standards, and support for project documentation needs from creation to finalization.

Responsibilities

• Document Management: Maintain and manage electronic and hardcopy documentation systems, ensuring documents are properly created, updated, and stored according to client policies, regulatory standards, contract terms, and best practices.
• Collaboration: Work closely with project teams to ensure the timely submission, review, and approval of documentation to meet project and regulatory requirements.
• Document Creation & Revision: Assist in the development, formatting, and revision of operational processes, policies, manuals, and procedures to ensure they meet quality management and project requirements.
• Quality Control: Review documentation for accuracy, completeness, and compliance with company and client standards, as well as relevant regulatory requirements.
• System Optimization: Support the implementation and maintenance of Electronic Document Management Systems (EDMS) to improve efficiency and accessibility of documentation.
• Tracking & Reporting: Maintain records of document status, ensuring appropriate review cycles, updates, and approvals are tracked and reported.
• Training & Support: Provide training and guidance to internal staff and contractors on documentation procedures and best practices.
• Change Management: Assist in implementing change management procedures for new or revised documents, including proper rollout and communication to affected teams.

Qualifications

• Education: Bachelor’s degree in Business, Communications, Engineering, or related field, or equivalent work experience.
• Experience:
• Minimum of 3 years of experience in document control, document management, or related roles, with a focus on utilities, renewables, or energy sectors.
• Familiarity with Electronic Document Management Systems (EDMS).
• Proven ability to work effectively with cross-functional teams.
• Strong organizational skills and attention to detail.
• Experience with regulatory documentation in the utility or energy sector is desired.
• Technical Skills:
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Access).
• Strong knowledge of document management software and tools.
• Communication Skills:
• Excellent written and verbal communication skills with the ability to present information clearly and effectively.

CARIAN takes pride in being an Equal Opportunity Employer. We do not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, citizenship, gender expression or identity, status as a veteran, and basis of disability or any other federal, state, or local legally protected class.

As a Woman-Owned Business Enterprise, CARIAN is committed to providing employment opportunities to women, veterans, and underrepresented minorities.