Institute for Building Technology and Safety

  • Document Controller

    Posted Date 3 weeks ago(3 weeks ago)
    Job ID
    # of Openings
    Job Locations
    Disaster Recovery
  • Responsibilities


    This position is part of a Disaster Recovery team.   We are not first responders, but when natural disasters strike (e.g.., hurricanes, earthquakes, flood waters, tornados, fires, etc.) our team fully engages as part of the recovery process to help restore the communities. Our primary focus is working with homeowners in the restoration of their houses and property.

    This position will begin as an “on-call/as-needed” basis, with strong probability of converting to a regular, full-time position with full employee benefits which include (but are not limited to) medical, prescription, dental, vision, FSA, 401k with employer matching, paid holidays, and paid leave.

    We are looking for individuals who are willing, able, and readily available to be a part of this team, who can report for work on short notice and remain engaged throughout the recovery efforts for varying periods of time.

    Position Summary:

    The Document Controller monitors the consolidation, organization, control, and distribution of records and documents. This position will assist in the development and enhancement of new and existing project-related documents. This position will support existing programs to produce the highest standards in compliance with existing and forthcoming rules and regulations and standardized procedures.


    • Accomplish daily reviews of the documents to ensure updates are accomplished in accordance with established standards.
    • Manage and record actions for all controlled documents.
    • Receive transmittals from external parties and manage documentation. This may be both controlled and non-controlled documents.
    • Produce reports for Project Management such as a Document Control List.
    • Liaison with document custodians/end users.
    • Monitor organizational inbox for action items.
    • Monitor SharePoint sites and activity within existing sites to ensure document management and standardization.
    • Monitor employee use of automated systems for document handling.
    • Provide reports for the tracking and closure of all open workflows and other available metrics within automated systems.
    • Investigate and resolve customer issues concerning documentation.
    • Maintain an accurate document log for all requests received.
    • Remain proactive in informing managers of any discrepancies.
    • Perform day to day document control activities
    • Exercise independent judgment or seek guidance when necessary
    • Demonstrate comprehensive understanding of customer needs
    • Recommend actions and/or changes as necessary to meet customer requirements
    • Considers customer satisfaction as a mandatory job requirement
    • Assist with the development and implementation of Records Management procedures.


    • High school graduate; college degree preferred.
    • 2+ years of experience with developing or utilizing document or records solutions.
    • Experience working with pipeline operations (organizational and functional roles/responsibilities), or equivalent background working with various stakeholders in a large organization.
    • Effective and professional interpersonal Skills – works well in a team environment and works well with other colleagues.


    • Advanced proficiency in utilizing Microsoft tools to provide quality control for content and IT systems; extensive knowledge specifically for MS Word functionality.
    • Superb verbal and written communication skills and ability to effectively work with people of varying backgrounds at different levels of the organization and customer base.
    • Able to work collaboratively with various audiences/partners to resolve issues.
    • Strong creativity and innovation, including excellent organization and problem.


    Bring your passion, expertise, and experience to IBTS, where we appreciate and are committed to our employees. We offer outstanding benefits, growth opportunities, and work hard to maintain a culture that values our employees. 


    The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.


    IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Oklahoma, Texas and Washington, DC.


    We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that is committed to hiring a diverse and talented workforce. This opportunity is open to Section S3 Residents.


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