Document Control Specialist

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.

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
• Carefully 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
• Aid 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
• Working knowledge of construction document workflows, drawing revisions, RFIs, submittals, permit documents, inspection records, quality records, and closeout package requirements
• 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
• 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
• Attention to detail, confidentiality, schedule awareness, records integrity, and strong organizational discipline
• Ability to work with multiple stakeholders while maintaining controlled records and consistent communication

Physical Demands And Work Environment

• Frequently required to stand, sit, utilize hand and finger dexterity, talk or hear, walk up to 5 miles per day, climb multiple flights of stairs, occasionally lift and/or move more than 30 pounds, occasionally work near moving mechanical parts, occasionally work around fumes, airborne particles, or toxic chemicals, occasionally climb, balance, bend, stoop, kneel or crawl, occasionally work on 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