Document Control

As a Document Controller at Optimal Field Services, you'll be responsible for a variety of critical tasks including managing document transmittals, entering quality Nonconformance data reports, maintaining RFI logs, and ensuring that all project-specific documents are updated and transmitted accurately. You'll act as a vital clerical representative, supporting both field execution and quality assurance processes to ensure that we exceed client expectations.

For the Document Controller role at Optimal Field Services, candidates are preferred to have a High School Diploma or equivalent along with experience in document management systems, specifically knowledge in Microsoft Office applications. Experience in Turn Around and New Construction Project environments is also essential to perform well in this position, as you will be navigating various project documents efficiently.

Successful Document Controllers at Optimal Field Services possess strong organizational skills, attention to detail, and proficiency in Microsoft Office Suite. Familiarity with Epicor and experience in managing complex document control databases are also advantageous. An ability to work independently and manage deadlines ensures quality output without direct supervision, which is crucial in this fast-paced environment.

At Optimal Field Services, we are committed to the continuous development of our team members, including Document Controllers. With on-the-job training and opportunities for professional advancement, we ensure that our staff is equipped with the skills and knowledge needed to excel. We promote a culture of trust, collaboration, and mutual respect which enhances career growth and encourages personal development.

Document Controllers at Optimal Field Services typically work standard business hours, with additional flexibility based on project demands. Our focus on work-life balance ensures that while you are committed to delivering quality work, you also have the support you need to recharge and perform your best.

When answering this question, focus on specific systems you've used, like Epicor or any other document control database. Provide examples of how you managed document flow and ensured accuracy, emphasizing your attention to detail and organizational skills.

A strong response would describe your time management strategies, such as prioritizing tasks, creating checklists, or using digital tools to track deadlines. You can also mention an example where you successfully met a challenging deadline.

Explain how you track changes in documents, like maintaining version control and logging revisions properly. It's helpful to provide a specific instance where your management of technical document revisions contributed to a successful project outcome.

Discuss your systematic approach to quality checks, such as cross-referencing documents against project specifications and conducting audits on completed work. Mention any specific tools or methods you use to maintain high quality in documentation.

Share your strategies for prioritization, like assessing the urgency of each request and understanding how each document impacts project timelines. Providing a real-life example can illustrate your decision-making process effectively.

Emphasize the importance of clear communication with team members and stakeholders. You might want to mention how you ensure everyone is on the same page regarding document updates and maintain open lines for questions and clarifications.

Describe a specific situation where a document discrepancy occurred and how you resolved it through effective collaboration with your team. Highlight your problem-solving skills and your ability to remain calm under pressure.

List the tools you are experienced with, emphasizing any specific document management software like Epicor. Mention any training or certifications that have deepened your understanding of these tools and how you utilize them in your daily tasks.

This is your chance to express your alignment with the company's values and mission. Share what excites you about the role and how your career goals match the opportunities at Optimal. Make it personal by connecting with their commitment to quality and collaboration.

Talk about your favorite organizational methods and tools, whether digital or physical. Explain how you create systems that manage documents efficiently and prevent any oversight. Providing a concrete example can showcase your organizational prowess effectively.