Document Controller

Job Description

Job Description

Document Controller

Location: Tulsa, OK

Travel/Commute: Regular travel to Muskogee, OK required

Pay: $50,000–$65,000 DOE

Schedule: Full-Time | Temp-to-Hire

Environment: Construction / Blue-Collar Setting

Position Overview

A growing construction company is seeking a highly organized and proactive Document Controller to take ownership of the construction project closeout process. This is a dedicated closeout position with no traditional Project Manager or Project Engineer responsibilities. The Document Controller will coordinate the collection, review, tracking, and completion of required project closeout documentation and deliverables. This individual will work closely with subcontractors, Trade Partners, Project Engineers, and internal teams to ensure closeout requirements are clearly understood, deadlines are met, and documentation is complete and accurate.

The ideal candidate is someone who will “own the process”—proactively communicating expectations, holding subcontractors accountable, identifying outstanding items, monitoring metrics, and driving projects through successful closeout.

Key Responsibilities

• Own and coordinate the construction project closeout process from start to completion.
• Assign and communicate closeout responsibilities to subcontractors, Trade Partners, and internal team members.
• Hold subcontractors accountable for timely, accurate, and quality closeout deliverables.
• Partner with Project Engineers to gain buy-in from Trade Partners and ensure closeout expectations are understood.
• Track outstanding documentation, deadlines, deliverables, and project status.
• Maintain accurate closeout data and provide visibility into metrics, active items, aging items, and overall progress .
• Proactively follow up on missing, incomplete, or inaccurate documentation and resolve issues.
• Organize and facilitate team meetings, lunch-and-learns, and training sessions regarding closeout expectations and processes.
• Coordinate internal teams and ensure assigned responsibilities are completed on schedule.
• Maintain organized digital project files and ensure all closeout documentation is properly recorded and accessible.
• Identify process gaps and recommend improvements to increase efficiency and accountability.
• Take initiative to start conversations, address roadblocks, and keep closeout activities moving forward.
• Provide regular status updates and reporting to leadership.

Qualifications

• Construction experience required , preferably experience working with subcontractors or Trade Partners.
• General understanding of construction terminology, project workflows, and closeout processes.
• Strong organizational skills and exceptional attention to detail.
• Ability to hold subcontractors and internal teams accountable to deadlines and quality standards.
• Excellent verbal and written communication skills.
• Proactive, self-motivated approach with a willingness to learn and understand the “why” behind processes .
• Strong computer skills with proficiency in Microsoft Office and Google Workspace .
• Ability to organize, analyze, and communicate data and metrics.
• Comfortable managing multiple projects, deadlines, and outstanding items simultaneously.
• Ability to work independently while effectively coordinating with internal and external teams.
• Reliable transportation and ability to regularly commute to Muskogee.
• Must be able to pass a background check and drug screen.