Document Controller / Business Analyst

At Fluor, we design and build projects and careers in a welcoming, collaborative environment that encourages innovation and contributes to building a better world. This role supports the California High-Speed Rail Authority’s Program Delivery Support (PDS) team, providing program delivery and management services for one of the largest U.S. infrastructure projects—a 500-mile system connecting the Los Angeles region with the San Francisco Bay Area, featuring up to 24 stations. The first phase is currently under construction in California’s Central Valley.

About the role

The Document Controller Business Analyst supports the development, management, and maintenance of documents and records across the Authority, ensuring compliance, integrity, and efficiency of the Document Control System (DCS). This role ensures timely, accurate handling of project documentation, version control, traceability, and alignment with quality standards and procedures. The incumbent assists in developing DCS policies, procedures, and training materials, integrates document management systems, and trains state personnel to use the DCS effectively.

Responsibilities

• Establish and maintain document control systems and workflows for document submissions, approvals, and distribution.
• Assist with the initial setup and configuration of the DCS, including defining project requirements, selecting platforms, designing folder structures and metadata, developing naming conventions, configuring automated workflows, and establishing user roles and permissions.
• Receive and log incoming documents from contractors, consultants, and internal teams into the DCS, ensuring accurate and complete metadata (e.g., title, number, revision, discipline, originator).
• Maintain master copies of project-related documents, track revisions, and enforce correct formatting and naming conventions.
• Collaborate with client staff, contractors, consultants, internal stakeholders, and the public to ensure timely submission and retrieval of documentation.
• Ensure compliance with document control standards, QA/QC protocols, and regulatory requirements.
• Provide training and support to team members on document control processes and tools.
• Generate reports on document statuses, track submittal turnaround times, escalate review bottlenecks, and maintain dashboards or trackers.
• Research, review, and analyze the effectiveness of existing processes and develop strategies for enhancement.
• Assist in developing standardized policies, procedures, templates, and tools for consistent document control practices.
• Ensure all documents are audit-ready and compliant with project standards.
• Assist with document control training activities, including onboarding new staff, providing user support, and leading system-specific micro-training.
• Ensure compliance with the Authority’s ISO 9001:2015 certification, audits, and recertifications; support contractual, legal, and regulatory compliance (e.g., ISO 9001, FHWA, FTA) and conduct audits to verify document traceability and version control.
• Monitor document retention schedules and support legal holds, FOIA/public records requests, and third-party audit responses.
• Perform other related duties as assigned.

Requirements

• Accredited four-year degree or global equivalent in an applicable field of study and eleven (11) years of work-related experience, or a combination of education and directly related experience equal to fifteen (15) years if non-degreed.
• At least six (6) years of experience in Document Control, Records Management, Compliance, or relevant experience (out of 10 years) with a degree; or at least 10 years of work experience in Document Control, Records Management, or Compliance if non-degreed.
• Demonstrated proficiency in document control and records management systems.
• Working knowledge of office administration.
• Proficiency with Microsoft Office Suite.
• Strong organizational, analytical, written, and verbal communication skills.
• Ability to work effectively both independently and as part of a multidisciplinary team.

Preferred Qualifications

• Project-related experience in the engineering, procurement, fabrication, and construction (EPFC) industry.

Benefits

• Medical, dental, and vision plans.
• Employee Assistance Program (EAP).
• Disability coverage, life insurance, and AD&D.
• Voluntary benefit plans.
• 401(k) with company match.
• Paid time off (personal, bereavement, sick, holidays) for salaried employees.
• Paid sick leave per state requirement for craft employees.
• Parental leave.
• Training and development courses.

Pay

Salary range: $87,000.00 – $162,000.00. The market rate for the role is typically at the mid-point of the salary range; final salary is determined by candidate qualifications, relevant experience, geographic location, internal pay equity, and prevailing market conditions.

Must be authorized to work in the country where the position is located. Background checks are conducted as part of any conditional offer made.