Document Control Specialist

Luster National • New York, NY

8h • $80,000 - $140,000

About The Position

Luster is seeking Document Control Specialists at various skill levels to support large, complex heavy civil infrastructure programs, including highways, roads, bridges, transit, aviation, and water/wastewater projects delivered through traditional and alternative delivery methods. The role is responsible for maintaining the integrity of project records, including ensuring that current revisions are controlled, distributed, retrievable, and retained appropriately. Luster’s quality management system is ISO 9001:2015 certified, and controlled document practices are subject to audit.

This posting is for future roles rather than a currently available opportunity. Applications and interviews are conducted in advance of upcoming hiring needs, and selected candidates may be added to Luster’s talent pool and notified first when a project need arises. Scope and complexity increase with experience level.

The role includes maintaining document registers and electronic document management systems; applying numbering, naming, metadata, and revision conventions; controlling distribution and transmittals; managing superseded records, system access, and confidentiality; auditing records; preparing audit evidence; coordinating document flows; training users; reporting register status; and compiling closeout and archival record sets.

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 full 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 Outlook, Teams, Word, and PowerPoint.
• Excellent written and verbal communication and interpersonal skills.
• Excellent multitasking and organizational skills.
• Collaborative mindset that fosters 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 certifications such as CRM (ICRM), IGP (ARMA), and/or CDT (CSI).
• Experience serving as the lead document control resource for an owner on a program exceeding $1 billion in construction value.
• Experience establishing a document control function at program startup, including numbering conventions, metadata schema, 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 the same program, including highway, bridge, transit, airport, and water/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 and ensure 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 against the program’s distribution matrix and issue transmittals recording recipients, revisions, and dates.
• Withdraw superseded revisions from circulation and archive them, while ensuring field-office records match the system record set.
• Administer user access, permissions, and confidentiality handling in the document management system, including restricted 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 on assigned packages.
• Train program staff, consultants, and contractors on document control procedures and correct misuse of the system.
• Report register status to the project management team, including revision status, overdue transmittals, and records outstanding against procedure.
• Compile and turn over closeout records, including as-built documentation and warranties, and archive them according to the program’s retention schedule.

Benefits

• Unlimited flexible time off
• Paid holidays
• Paid parental leave
• Health, dental, and 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