Document Control Specialist

Luster National • San Francisco, CA

7h • $80,000 - $140,000

About The Position

Luster is building a talent pool of Document Control Specialists at various skill levels for future roles supporting large, complex heavy-civil infrastructure programs. Projects may include highways, roads, bridges, bus and rail transit, international airports, and water and wastewater infrastructure, delivered through traditional and alternative methods. This posting is for future opportunities rather than a currently available position. Selected candidates may be activated in the specialty talent pool and notified first when a project need arises.

The role maintains the integrity and traceability of project records, ensuring that current revisions are controlled, distributed, retrievable, and suitable for long-term retention. Luster’s quality management system is ISO 9001:2015 certified, and controlled document practices on its programs are subject to audit. Responsibilities and complexity vary by experience level.

The position requires a bachelor’s degree in a related field or an equivalent combination of education and experience, along with at least five years of document control experience on large, complex heavy-civil infrastructure projects valued above $500 million. The expected salary is $80,000–$140,000 per year ($38–$67 per hour), depending on factors such as experience, skills, education, certifications, and geographic location.

Requirements

• Bachelor’s degree in construction management, project management, engineering, information management, or a related field, or an equivalent combination of education and experience.
• At least 5 years of document control experience on large (over $500 million), complex heavy-civil infrastructure projects.
• Experience controlling construction and program records through a complete revision lifecycle, including drawings, specifications, submittals, requests for information, and correspondence.
• Working knowledge of ISO-based document control practices, including numbering and metadata conventions, control of documented information, distribution control, and records retention.
• Experience with industry-standard document management and project or construction management software, such as SharePoint, Oracle Aconex, e-Builder, Unifier, or Kahua.
• Proficiency with Microsoft Office Suite/Office 365, including tools such as Outlook, Teams, Word, and PowerPoint.
• Excellent written and verbal communication and interpersonal skills.
• Strong multitasking and organizational skills.
• Collaborative approach that supports teamwork, trust, and positive relationships.
• Curiosity, problem-solving ability, and commitment to continuous improvement.

Nice To Haves

• Master’s degree in construction management, project management, engineering, or information management.
• Active professional certification such as CRM (ICRM), IGP (ARMA), and/or CDT (CSI).
• Experience as the owner’s lead document control resource on a program exceeding $1 billion in construction value.
• Experience establishing a document control function at program startup, including numbering conventions, metadata schemas, workflow configuration, and written procedures.
• Experience supporting external ISO 9001:2015 quality audits and producing objective evidence on request.
• Experience controlling records across multiple concurrent contracts or work packages on one program, including highway, bridge, transit, airport, and water and wastewater work.
• Proficiency with Microsoft Power BI, Oracle Cloud Analytics, or other dashboard KPI reporting software.

Responsibilities

• Maintain the controlled document register in the program’s electronic document management system so only the current approved revision is in circulation.
• Apply program numbering, naming, metadata, and revision conventions to incoming and outgoing records, including drawings, specifications, submittals, and correspondence.
• Control distribution of documents according to the program’s distribution matrix and issue transmittals documenting recipients, revisions, and dates.
• Withdraw superseded revisions from circulation, archive them, and verify that field-office record sets match the records in the system.
• Administer system user access, permissions, and confidentiality handling, including restricted handling of procurement, legal, and security-sensitive records.
• Audit the document register for missing, misfiled, or unindexed records and correct discrepancies.
• Prepare records and requested evidence for internal and external audits, including ISO 9001:2015 quality audits, agency reviews, and funding reviews.
• Coordinate document flow among program technical staff, designers, contractors, and agency reviewers for assigned packages.
• Train program staff, consultants, and contractors on document control procedures and correct improper system use.
• Report register status to the project management team, including revision status, overdue transmittals, and records outstanding under the procedure.
• Compile and turn over the closeout record set, including as-built documentation and warranties, and archive records according to the program’s retention schedule.

Benefits

• Unlimited flexible time off
• Paid holidays
• Paid parental leave
• Health insurance
• Dental insurance
• Vision insurance
• Flexible spending accounts for healthcare and dependent or elder care
• Long-term disability insurance
• Short-term disability insurance
• Life insurance and accidental death and dismemberment coverage
• 401(k) plan with guaranteed employer contribution
• Formal career planning and development program
• $2,500 annually toward professional development
• Wellness program with monthly wellness stipend
• Company cell phone or cell phone plan reimbursement
• Personalized meal planning and nutrition support with a registered dietitian
• Personal financial planning services
• Employee assistance program
• Employee discounts
• Employee referral bonus

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level