Document Controller- Freelance

Group-IPS. Come join us in reshaping the future of Engineering and Architecture Projects.

Who are we? IPS is an international company with inhouse Engineering and specialized services across Project Management for industries, Automation and Architecture. EPCM expertise, more than 10 countries around the globe but an entrepreneurial and teambuilding mindset.

We are currently looking for a Freelance Document Controller to join our team and support industrial and EPCM projects in Italy, between Milan and Venice.

What is the role About?

As a Document Controller at Group-IPS, you will have a key role managing technical and engineering documentation flow, ensuring organization, accessibility, and compliance.

Your responsibilities will include:

• Manage full project document lifecycle: receipt, logging, review, distribution, and archiving in digital systems like SharePoint and Airtable. You will be the single point of accountability for documentation governance within the project.
• Establish, implement, and enforce the Identification and Numbering System (IDS) for all project documentation.
• Ensure version control, standards compliance, and traceability of technical documents (drawings, reports, contracts) in Airtable (status, approvals and pending actions).
• Collaborate with multidisciplinary teams (engineering, procurement, construction), monitor compliance across teams, identify deviations, and implement corrective actions when procedures are not followed.
• Conduct document audits, generate reports, and maintain distribution matrices.
• Track, report, and resolve document-related incidents, including access issues, mismatches in numbering, missing approvals, and workflow errors.
• Guarantee confidentiality and regulatory compliance in the project: Ensure that all documents submitted by IPS company comply with project procedures, naming standards, IDS rules, and required formats before approval or issuance.

Who are you?

• Bachelor’s degree.
• 3+ years' experience as Document Controller in EPC/engineering environments.
• Advanced proficiency in Microsoft Office (Word, Excel, SharePoint, Teams).
• It will be desired to have experience with Document Management Systems (e.g., Aconex, SharePoint, EDMS, Meridian, Confluence, SAP DMS).
• Familiarity with ISO standards (ISO 9001, ISO 27001) will be a plus.
• As an asset: Experience with workflows, approvals, and revision histories.
• Workflow reduction for documentation will be really appreciated.
• Fluent English; Italian and other languages a plus.
• Detail-oriented, team player, adaptable to international settings.
• Availability to travel when required.
• Immediate availability is a plus.

Why join us?

• Permanent contract
• ⚕️ Safety, Prevention and Well-being are basics for us.
• Specialized in-house trainings designed to help you to get your next career step.