Document Control Specialist

Job Description

Job Description

Position Summary

The Document Control Specialist is responsible for establishing, maintaining, organizing, tracking, and controlling project records and documentation in support of construction, inspection, quality, permit, plan review, administrative, and closeout activities.

This position ensures that documents are properly received, logged, named, version-controlled, distributed, stored, updated, and retrievable. The role requires strong attention to detail, knowledge of document control workflows, and the ability to support multiple stakeholders while maintaining accurate and auditable records.

Essential Duties and Responsibilities

·       Maintain controlled document repositories, project files, logs, registers, transmittals, revision histories, correspondence records, inspection records, permit files, drawing records, closeout records, and supporting documentation.

·       Receive, log, file, distribute, and archive documents in accordance with approved document control procedures, naming conventions, metadata requirements, revision control standards, and records retention requirements.

·       Manage document numbering, version control, status codes, file structures, review workflows, distribution lists, document transmittals, and electronic filing protocols.

·       Support permit package documentation, plan review logs, comment matrices, resubmittal records, inspection documentation, deficiency logs, reinspection records, photographs, meeting records, and closeout packages.

·       Coordinate with project leadership, discipline leads, inspectors, permit coordinators, plan reviewers, contractors, engineers, quality teams, and administrative personnel to ensure documents are complete and properly controlled.

·       Track document status, overdue reviews, missing records, open action items, incomplete packages, pending signatures, and closeout documentation gaps.

·       Prepare routine document control reports, logs, status summaries, document aging reports, distribution records, and closeout documentation indexes.

·       Assist with meeting support, minutes, action item tracking, sign-in sheets, training records, submittal references, inspection record packages, and audit support as assigned.

·       Support internal and external audits by locating records, confirming revision history, validating completeness, and preparing documentation packages.

·       Protect confidential information and ensure document access, distribution, and retention follow company, project, client, and regulatory expectations.

Required Qualifications

·       Minimum 3 years of experience in document control, records management, project administration, construction administration, quality documentation, engineering documentation, permit documentation, or related project support role.

·       Experience maintaining electronic document repositories, drawing logs, correspondence logs, transmittal logs, inspection records, meeting records, submittal references, revision-controlled files, and closeout documentation.

·       Working knowledge of construction document workflows, drawing revisions, RFIs, submittals, permit documents, inspection records, quality records, and closeout package requirements.

·       Ability to manage large volumes of documents, maintain accurate logs, follow naming conventions, and retrieve records quickly and reliably.

·       Strong attention to detail, organization, confidentiality, communication, and follow-through skills.

·       Proficiency with Microsoft Office, Excel, Adobe PDF tools, electronic document management systems, SharePoint, Teams, Bluebeam, ProjectSight, Procore, Smartsheet, Aconex, Autodesk Construction Cloud, or similar platforms.

Education Requirement

·       High school diploma or GED required.

·       Associate degree, technical diploma, or coursework in Business Administration, Records Management, Document Management, Construction Management, Engineering Technology, Information Management, Quality Management, or a related discipline preferred.

·       Bachelor degree in Business Administration, Construction Management, Information Management, Engineering Technology, Quality Management, or related discipline preferred but not required.

·       Equivalent combination of education, document control experience, construction administration experience, records management experience, software proficiency, and applicable certification may be accepted in lieu of a degree.

Required / Preferred Certifications and Licenses

·       Document control, records management, project administration, quality management, or information management certification preferred.

·       ISO 9001 quality management system awareness or internal auditor training preferred where quality records are included in the assigned scope.

·       Software certifications or demonstrated proficiency in document management platforms such as SharePoint, Procore, ProjectSight, Aconex, Autodesk Construction Cloud, Bluebeam, Smartsheet, or similar systems preferred.

·       OSHA 10 preferred for field-facing or site-based assignments.

·       Valid driver license may be required depending on assignment needs.

·       Must obtain and maintain any project-required onboarding, badging, training, system access, confidentiality acknowledgments, or document repository authorizations applicable to the assigned work.

Knowledge, Skills, and Abilities

·       Document intake, indexing, file naming, revision control, transmittal control, distribution control, retention, archival, and closeout package assembly.

·       Strong spreadsheet, log management, report preparation, metadata tracking, repository organization, and audit support skills.

·       Understanding of construction document types, inspection records, permit documents, QA/QC records, meeting records, action items, and turnover documentation.

·       Ability to work with multiple stakeholders while maintaining controlled records and consistent communication.

·       Attention to detail, confidentiality, schedule awareness, records integrity, and strong organizational discipline.

Working Conditions

·       Office, field office, or hybrid project support environment depending on assignment needs.

·       May require extended periods working with electronic document systems, spreadsheets, PDF documents, drawings, trackers, and filing systems.

·       May require overtime or extended hours during major submittals, audits, turnover, permit closeout, inspection surges, or final records delivery.

Requirements

COMPETENCIES: 

• Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. 

• Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. 

• Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan. 

• Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. 

• Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality. 

• Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly. 

• Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly. Promotes a cooperative Safety Team environment culture of mutual support. 

• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed. 

• Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others. 

• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information. 

PHYSICAL DEMANDS AND WORK ENVIRONMENT: 

• Occasionally (less than 1/3 of the job) 

• Frequently (1/3 to 2/3 of the job) 

• Continually (more than 2/3 of the job)     

• Frequently required to stand. 

• Frequently required to sit. 

• Frequently required to utilize hand and finger dexterity. 

• Continually required to talk or hear. 

• Continually required to walk up to 5 miles per day. 

• Continually required to climb multiple flights of stairs. 

• Occasionally required to climb, balance, bend, stoop, kneel or crawl. 

• Occasionally work near moving mechanical parts.  

• Occasionally work around fumes, airborne particles, or toxic chemicals.  

• While performing the duties of this job, the noise level in the work environment is usually moderate.  

• The employee must occasionally lift and /or move more than 30 pounds.  

• Specific vision abilities required by this job include Close vision; Distance vision; Peripheral vision; Depth perception and ability to adjust focus. 

• Must be able to wear personal protective equipment, including protective eye wear, hard hat, lab coat, gloves, steel-toed shoes, hearing protection, and respirators. 

• Must be able to safely access and traverse indoor and outdoor obstacles for site inspections, including climbing ladders, walking on stairs, catwalks, and other types of uneven surfaces where activity inspections are needed. 

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Life Insurance
• Flexible Spending Accounts (FSA)
• Disability Insurance
• Paid Time Off
• Training & Development