Document Controls Manager - Energy Solutions

Document Controls Manager – 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. We are dedicated to delivering exceptional solutions to our clients through innovation, collaboration, and a deep understanding of industry needs. We are currently seeking a Document Controls Manager to lead and enhance our Renewables & Energy Solutions documentation and documentation systems to support our clients.

Job Summary:
The Document Controls Manager is responsible for developing, maintaining, and managing all Renewables & Energy Solutions documentation and documentation systems. This role plays a critical part in managing documented information, ensuring all materials are created, updated, and stored in compliance with client policies, regulatory requirements, applicable contract terms, best practices, and quality management system requirements.

Responsibilities:

• Project Documentation & Planning: Create project plans and lead diverse teams in developing, reviewing, and updating required documentation, including manuals, instructions, processes, procedures, and protocols for both electronic and published materials.

• Collaboration & Compliance: Collaborate with project teams to proactively address and resolve documentation issues, ensuring compliance with contractual and regulatory standards, and promoting project success.

• Change Management & Roll-Out Strategies: Develop and implement strategies for rolling out new documentation, procedures, standards, and guidelines as required.

• Budget Management: Develop and track budgets for documentation programs, ensuring cost-effectiveness and efficiency.

• Monitoring & Evaluation: Develop systems for monitoring, evaluating, and updating procedures and standards, including change management timelines and implementation reviews.

• Presentations & Communications: Create and deliver compelling presentations and communications to the Senior Leadership Team.

• 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.

• 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.

Qualifications:

• Education:

  • Bachelor’s degree in Business, Communications, Engineering, or equivalent work experience.

• Experience:

  • Minimum of 8 years of operations experience.

  • Demonstrated experience documenting operational processes, policies, and procedures.

  • Proven leadership, negotiation, and persuasive management skills.

  • Excellent written and verbal communication skills.

  • Experience with the implementation of an Electronic Document Management System (EDMS).

• Technical Skills:

  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Access, SharePoint).

  • Strong knowledge of document management software and tools.

Desired Qualifications:

• Master’s degree or MBA preferred.

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.