Document Controller

About Ascendion

Ascendion is an AI-native software engineering disruptor helping businesses innovate faster, smarter, and with greater impact. We partner with enterprise clients across North America, the UK, Europe, and APAC to solve complex challenges in data, experience design, software product engineering, and workforce transformation. Powered by expert engineers, thousands of AI agents, and our Engineering to the Power of AI (EngineeringAI) method, we deliver measurable outcomes that build trust, unlock value, and accelerate growth.

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Engineering to the Power of AI™, AAVA™, EngineeringAI, Engineering to Elevate Life™, Enterprise PlatformsAI, Data & InsightsAI, ExperienceAI, GCCAI, OperationsAI, Platform EngineeringAI, ProductAI, and Quality EngineeringAIare trademarks or service marks of Ascendion®. AAVA™ is pending registration. Unauthorized use is strictly prohibited.

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Job Title

Document Controller: Construction / Mission Critical / Data Center Projects, Location: Phoenix,AZ.

About the Role

• The Document Controller is responsible for establishing, maintaining, tracking, reviewing, and governing project documentation throughout the construction lifecycle, from design and construction through commissioning, turnover, closeout, and transition to Operations.
• The position serves as a central coordination point between the project team, General Contractor, subcontractors, design consultants, commissioning teams, vendors, and Operations to ensure that project records and turnover deliverables are complete, current, traceable, properly classified, and stored within the approved project repository.
• A major focus of the position is ensuring that turnover documentation complies with contractual requirements, including the applicable Division 01 specifications and the project Turnover Documentation Matrix. The governing turnover specification requires deliverables to follow Appendix, etc., maintain records of ownership transfer, and upload electronic documentation to the Owner-designated project repository.

Responsibilities

• Document Control & Information Management
• Maintain organized and traceable project records throughout the construction lifecycle.
• Control document numbering, naming, revision status, metadata, distribution, filing, retrieval, and archival.
• Maintain document registers and trackers for drawings, submittals, RFIs, reports, permits, certificates, closeout records, and turnover deliverables.
• Verify that documents are uploaded and filed within the appropriate project repository and folder structure.
• Identify duplicate, obsolete, superseded, incomplete, or incorrectly classified documentation.
• Maintain clear audit trails showing document status and ownership.
• Submittal & RFI Administration
• Turnover & Closeout Management
• O&M Manual Management
• As-Built & Record Drawing Control
• Testing, Commissioning & Technical Records
• Maintain and track technical closeout records including applicable:
• Equipment & Asset Documentation
• Warranties, Spare Parts, Attic Stock & Keys
• Track and coordinate documentation associated with:
• Training Documentation
• Compliance & Quality Control

For the type of environment we have been working in, I would list relevant experience with:

• Procore
• ProjectSight
• SharePoint
• NEXUS / equipment-document repositories
• Excel-based turnover and closeout trackers
• PDF/document markup and review platforms
• Common Data Environment (CDE) / Electronic Document Management Systems
• Excel, Word, Outlook, Teams and PowerPoint

Education / Experience

• Prior experience in Document Control, Project Controls, Project Administration, Construction Administration, Engineering Records, or a related construction role.
• Experience supporting large-scale commercial, industrial, infrastructure, mission-critical, or data center projects preferred.
• Experience working with construction drawings, specifications, submittals, RFIs, O&M manuals, and turnover documentation.
• Experience with electronic document management or Common Data Environment systems.

Core Skills

• Excellent document organization and attention to detail
• Strong Excel and tracking capabilities
• Ability to interpret construction specifications and documentation requirements
• Revision and version-control discipline
• Strong written and verbal communication
• Ability to coordinate across several contractors and technical disciplines
• Ability to identify documentation gaps before they become turnover risks
• Strong follow-up and issue-tracking skills

Typical Day in the Role

• A typical day begins with reviewing document-control dashboards, turnover trackers, and outstanding action items to identify overdue submittals, RFIs, drawings, O&M manuals, commissioning records, and closeout deliverables. The Document Controller prioritizes critical documentation required to support construction activities, commissioning, and upcoming turnover milestones.
• Throughout the day, the role coordinates with Construction Managers, Project Engineers, General Contractors, subcontractors, design consultants, commissioning teams, and Operations to collect, review, organize, and track project documentation. This includes maintaining document registers, managing revisions, verifying document accuracy, and ensuring information is properly uploaded and stored within project repositories.
• A significant portion of the day is dedicated to tracking turnover and closeout documentation, identifying gaps, following up on missing deliverables, and validating that records comply with project requirements and turnover documentation matrices. The Document Controller reviews O&M manuals, as-built drawings, testing and commissioning reports, warranty packages, training records, and other turnover-critical documents.
• The role also supports quality reviews of project documentation, ensuring records are complete, current, correctly classified, and audit-ready. Regular communication with project stakeholders is required to resolve documentation issues, maintain progress toward turnover milestones, and ensure Operations receives complete and accurate project records at handover.
• Success in this role is measured by the accuracy, completeness, traceability, and timely delivery of project documentation that supports successful commissioning, turnover, and operational acceptance.

Ideal Candidate Background

• The ideal candidate has 5+ years of experience in Document Control, Project Controls, Construction Administration, Engineering Records, or a related construction support role. Experience supporting large-scale data center, mission-critical, industrial, infrastructure, or commercial construction projects is highly preferred.
• Candidates should have hands-on experience managing construction documentation, including drawings, specifications, RFIs, submittals, change orders, O&M manuals, commissioning records, turnover packages, and closeout documentation. Strong experience with electronic document management systems such as Procore, ProjectSight, SharePoint, Common Data Environments (CDEs), or similar platforms is essential.
• The most successful candidates are highly organized, detail-oriented professionals who can manage large volumes of technical documentation, coordinate across multiple stakeholders, identify documentation gaps before they become turnover risks, and support successful project commissioning and operational handover.

Top Skills

• Construction Document Control & Electronic Document Management Systems (5+ years) Experience managing drawings, submittals, RFIs, revision control, document workflows, and project records using systems such as Procore, ProjectSight, SharePoint, or other Common Data Environments (CDEs)
• Turnover, Closeout & Technical Documentation Management (3+ years) Experience tracking and coordinating turnover packages, O&M manuals, as-built drawings, commissioning records, warranties, training documentation, and closeout deliverables for large construction projects.
• Construction Documentation, Specifications & Project Controls (3+ years) Experience working with construction drawings, specifications, RFIs, submittals, change orders, document registers, and project trackers while ensuring compliance with contractual documentation requirements.

Location: Phoenix, 85001

Salary and Other Compensation:

The annual salary for this position is between $160,000 - 165,000 annually. Factors which may affect pay within this range may include geography/market, skills, education, experience and other qualifications of the successful candidate.

Benefits:

The Company offers the following benefits for this position, subject to applicable eligibility requirements: [medical insurance] [dental insurance] [vision insurance] [401(k) retirement plan] [long term disability insurance [shortterm disability insurance] [5 personal days accrued each calendar year. The Paid time off benefits meet the paid sick and safe time laws that pertains to the City/ State] [10-15 days of paid vacation time] [6 paid holidays and 1 floating holiday per calendar year] [Ascendion Learning Management System]

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