Document Controller in Phoenix, Arizona at MUAQUA ENGINEERING INC

MU Aqua Engineering Inc. is seeking a detail-oriented and organized Document Control Specialist to support our engineering and project operations in North Phoenix, Arizona.

This role is responsible for managing project documentation, maintaining accurate records, supporting billing and budget-related documentation, and coordinating with internal teams and external vendors. The ideal candidate is highly organized, detail-oriented, and comfortable working across multiple functions in a fast-paced engineering and construction environment.

Key Responsibilities

Document Control & Records Management

• Organize, maintain, and control project documentation in accordance with company policies and project requirements.
• Maintain accurate filing, indexing, tracking, and retrieval of project documents and records.
• Manage document revisions and version control to ensure only current and approved documents are available for use.
• Archive superseded or obsolete documents and maintain complete documentation history.
• Provide internal document control support, including filing, record management, document tracking, and document integration.

Billing & Financial Documentation

• Review, verify, and process billing documents to ensure accuracy, completeness, and compliance with internal requirements.
• Coordinate with vendors to confirm billing details, supporting documents, and payment-related information.
• Track billing and payment status, revenue records, and gross profit verification.
• Support application and reimbursement management, including document review, submission tracking, and follow-up.
• Assist with budget checking, cost tracking, and preparation of budget control reports.

Project Documentation & Coordination

• Work closely with project managers, engineers, construction teams, and other stakeholders to collect, distribute, and maintain required documentation.
• Compile, update, and track project closing reports and related supporting documents.
• Follow up on outstanding documents, approvals, submissions, and other project-related requirements.
• Identify and consolidate discrepancies, abnormal cases, additional remarks, and outstanding issues, and coordinate appropriate follow-up.
• Monitor documentation progress and provide status updates and reports as needed.

Procurement & Asset Support

• Assist with procurement of engineering-related materials, equipment, and supplies.
• Coordinate with vendors and internal teams regarding procurement documentation and related requirements.
• Maintain asset management records, including asset tracking, supporting documentation, and internal coordination.
• Ensure procurement and asset-related records are properly maintained and updated.

ERP & Administrative Support

• Operate ERP systems to maintain accurate billing, procurement, asset, and project-related records.
• Support insurance policy applications, submissions, filing, and record management.
• Maintain accurate and up-to-date information across internal systems and documentation.
• Provide general project and administrative support to the engineering team as needed.

Qualifications

• Associate’s in Business Administration, Engineering, Construction Management, Accounting, Information Management, or a related field preferred.
• Previous experience in document control, project coordination, engineering administration, billing support, or related functions preferred.
• Ability to manage multiple priorities, deadlines, and documentation workflows simultaneously.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.
• Experience using ERP systems, document management systems, or project management platforms is preferred.
• Experience in engineering, construction, semiconductor, water/wastewater, or manufacturing environments is a plus.