Document Controller

Lead document control end-to-end: receive, route, and archive drawings/specs; maintain current sets; track supplier deliverables; create client Job Books; administer SharePoint/Aconex; enforce ISO 9001 standards.

Role Overview

The Document Controller will be responsible for managing and maintaining the flow of technical and project documentation throughout the organization. This role ensures that all engineering drawings, specifications, datasheets, calculations, and vendor documents are accurately filed, tracked, and distributed in accordance with internal procedures, client requirements, and industry standards. The Document Controller works closely with engineering teams, project managers, and external stakeholders to facilitate timely reviews, approvals, and transmittals of documents, while maintaining strict version control and ensuring that only the most current and approved documents are in circulation. They will oversee the electronic document management system, safeguard sensitive information, and ensure compliance with ISO standards and quality management systems. The Document Controller must be familiar with technical documentation related to process engineering, including P\&IDs, process flow diagrams, and equipment datasheets, and be able to interpret and organize these materials effectively. This position requires strong organizational skills, attention to detail, and the ability to manage multiple priorities under tight deadlines, all while serving as a central point of contact for document-related inquiries and coordination.

Location: Houston
Department: Projects
Employment Type: Full-Time
Reports To: VP, Project Management
Work Type: In Office
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Key Responsibilities

INTRODUCTION TO HYCO1

HYCO1 has emerged as the global leader in CO2 Utilization Technology, a field recognized as critical to addressing climate change. Today, CO2 is largely a waste byproduct released into the atmosphere due to a lack of cost-effective utilization methods. Each year, about 40 gigatons of CO2 are emitted, largely from production processes that rely on fossil-based feedstocks. HYCO1 CUBE™ Technology turns CO2 emissions into high-value products while reducing dependency on fossil fuels.

At the heart of HYCO1’s solution is its patented CUBE™ Technology (Carbon Utilization, Best Efficiency), which can convert over 95% of CO2 and CH4 in a single reactor pass, producing high-grade syngas at the lowest cost and carbon intensity on the market. CUBE™ Technology makes it possible to manufacture fuels, chemicals, and other products from CO2 at a lower cost than from fossil fuels. This technology uses a patented, non-coking, pre-sintered, spherical catalyst that is highly durable and does not need to be regenerated. Currently operational in its first commercial installation, CUBE™ Technology is proving to be both versatile and market ready. Unlike conventional syngas production technologies such as steam methane reforming (SMR) or autothermal reforming (ATR), HYCO1’s CUBE™ CO2 Reactor (CCR) is exceptionally flexible. It can produce syngas in any desired ratio by simply adjusting the feed gases. Built on proven SMR reactor designs but enhanced with a superior catalyst, CUBE™ Technology is poised to become the new global standard for syngas production.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

  • Establish and maintain an organized, secure document control system for project, engineering, procurement, fabrication, and logistics files.
  • Demonstrate ability to design templates, file plans, naming conventions, and permissions models for use across all projects.
  • Build scalable processes and document control systems to be used across all projects.
  • Create comprehensive client Job Books / turnover packages 
  • Hands-on experience assembling Job Books / client turnover packages (drawings, vendor data, material certs, ITPs, MTRs, NCRs, as-built sets).
  • Manage receipt, distribution, revision control, and archival of all documents (drawings, technical specs, datasheets, contracts, material certifications, shipping records, procedures).
  • Ensure version control and timely updates across internal teams, suppliers, and external partners; maintain transmittal logs and traceability of changes.
  • Verify documentation meets company standards and project requirements
  • Support internal reviews; implement/enforce document control policies.
  • Administer document management platforms (e.g., SharePoint, or equivalent); configure permissions; train teams on procedures and systems.
  • Coordinate with Engineering, Procurement, Fabrication, and Logistics to meet documentation deliverables and schedules; track vendor/supplier deliverables.
  • Support milestone reporting; ensure documentation readiness for fabrication and logistics phases.
  • Ensure long-term retention, backup, and retrieval per policy; maintain master records and closeout documentation; support turnover packages for operations and regulatory review.
  • Clear, concise written and verbal skills
  • Ability to train teams and drive compliance with procedures.
  • Must be able to read, write, and speak English proficiently.

ADDITIONAL ESSENTIAL FUNCTIONS/SKILLS

Candidate must have the following additional Essential Functions:
Minimum 10 years experience in the following:

  • Document control for EPC,
  • Fabrication,
  • Logistics, or energy infrastructure projects (15+ preferred);
  • Experience managing engineering documentation,
  • Fabrication drawings, and vendor data in fast-paced, multidisciplinary environments. 
  • Must be able to legally work in the US without sponsorship. All visas must be valid at the time of application.

REQUIRED SOFTWARE & TECHNICAL SKILLS

  • Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Document management systems such as Aconex, SharePoint, SmartPlant Foundation, Documentum, or equivalent.
  • Document numbering, metadata, revision control, transmittals; logistics documentation, material traceability, and supply chain data flow.Configure access permissions and train teams on document control systems.
  • Strong revision control, transmittals, metadata/numbering schemes, and audit trails; able to build and enforce standards across multiple projects.
  • High accuracy under tight deadlines; proven ability to manage large document volumes across disciplines.

EDUCATION

Candidate should have one or more of the following areas of expertise:
Associate’s degree (required) or Bachelor’s degree (preferred) in Business Administration, Engineering Technology, or related field; equivalent experience may substitute.

PREFERRED QUALIFICATIONS

  • Bachelor’s Degree (if not already satisfied by equivalent experience).
  • Certified Document Controller (CDIA or equivalent)
  • Working knowledge of ISO 9001 quality systems; familiarity with engineering/fabrication standards (e.g., ASME/API) and records retention.Admin-level experience configuring a DMS (workflows, permissions, metadata, reports); basic Power BI/Excel pivot/reporting for KPIs.
  • CO2 utilization, refining, petrochem, gas processing, or modular fabrication project experience
  • Working experience with Change Management, Management of Change (MOC), and interface with Project Controls (schedules, deliverables registers).
  • Working experience with Logistics/Materials: understanding of material traceability linking MTRs/heat numbers to fabrication and shipping documentation.

PHYSICAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

This position may require planned and efficient travel. Must have the ability to sit for long periods of time and view computer screens for long periods of time. Must be able to speak and listen clearly. Fine visual acuity to read labels, safety notices, and other written materials for accuracy required.

PHYSICAL STRENGTH

  • Must be able to sit or stand for long periods at a computer workstation;
  • Must be able to occasionally lift up to 25 lbs;
  • Must have the ability to read detailed engineering and fabrication drawings.
  • Must be able to occasionally travel to project or fabrication sites as needed.
  • Must be able to demonstrate ability to read, write and speak English

COMPENSATION

HYCO1 offers competitive compensation and a competitive benefits package including stock options, performance-based incentive compensation, Paid Time Off, 401K, Wellness Plan, and a Flexible Spending Account.

INTENT AND FUNCTION OF JOB DESCRIPTION

All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the position. In no instance should the duties, responsibilities, and requirements described herein be interpreted as all-inclusive. Additional duties may be assigned by HYCO1 as deemed appropriate.

In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodation will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization. Job descriptions are not intended as and do not create employment contracts. HYCO1 is an at-will employer. Employees may be terminated for any reason not prohibited by law.

HYCO1 is an equal opportunity employer and does not discriminate based on race, color, religion, sex, national origin, disability, age, genetic information, veteran status, or any other protected category.

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