Document Control Specialist

Luster National • Sacramento, CA

13d • Hybrid

About The Position

We’re seeking a Document Control Specialist to support large, complex heavy civil infrastructure programs, including highways, roads, bridges, transit (bus and rail), aviation (international airports), and water/wastewater projects delivered through both traditional and alternative delivery methods. This position supports the document control function on a major rail capital program, keeping the electronic document management system accurate, traceable, and audit-ready as submittals, drawings, and correspondence move through review. You’ll be the person who knows where a record lives, which revision governs, and whether the approval trail holds up under audit. This is a long-term, full-time, hybrid (3-4 days per week on-site) position based in Sacramento, CA.

Requirements

• Bachelor’s degree in business administration, information management, construction management, or engineering, or related field, or equivalent combination of education and experience.
• 3+ years of document control experience for large (>$500M), complex, heavy-civil infrastructure projects.
• Experience administering an electronic document management system as the system of record, including metadata, revision control, and controlled workflows.
• Experience logging, tracking, and reporting on submittals, requests for information, and program correspondence through review and closure.
• Working knowledge of records retention, document traceability, and audit readiness under a quality management system.
• Experience with industry standard electronic document management platforms (e.g., Aconex, Unifier, Kahua, ProjectWise, SharePoint, etc.).
• Proficiency with Microsoft Office Suite/Office 365 (e.g., Outlook, Teams, Word, PowerPoint, etc.).

Nice To Haves

• Master’s degree in business administration, information management, construction management, or engineering.
• Certified Records Manager (CRM) certification (Institute of Certified Records Managers) or Information Governance Professional (IGP) certification (ARMA International).
• Experience supporting document control on a capital program exceeding $1B in construction value.
• Experience supporting document control from an owner’s representative, program management, or construction management position.
• Experience supporting ISO 9001:2015 internal audits, external audits, or recertification, including evidence gathering and corrective action tracking.
• Experience supporting public records requests, legal holds, or third-party audit responses on a publicly funded program.
• Experience configuring or migrating an electronic document management system, including folder architecture, metadata schemas, and permission structures.
• Proficiency with Microsoft Power BI, Oracle Cloud Analytics, or other dashboard KPI reporting software.

Responsibilities

• Maintain document control systems and workflows for document submissions, approvals, and distribution.
• Support setup and configuration of the electronic document management system, including folder architecture, metadata schemas, naming conventions, automated workflows, and user roles and permissions.
• Receive and log incoming submittmits, drawings, and correspondence into the document control system, verifying that metadata including title, number, revision, discipline, and originator is accurate and complete.
• Maintain master copies of controlled documents, track revisions, and verify that formatting and naming conventions conform to program standards.
• Coordinate with contractors, consultants, and program staff so required documentation is submitted on schedule and retrievable when needed.
• Verify compliance with document control standards, QA/QC protocols, and contractual, legal, and regulatory requirements, including ISO 9001:2015, FTA, and FRA.
• Perform periodic audits for metadata accuracy, overdue reviews, unauthorized revisions, and approval gaps, and flag inconsistencies for corrective action.
• Support development and upkeep of the document control management guide so it reflects current procedures, system changes, and compliance requirements.
• Generate reports on document status, track submittal turnaround times, escalate review bottlenecks, and maintain the trackers and dashboards that keep program leadership informed.
• Monitor document retention schedules, archive project records, and support legal holds, public records requests, and third-party audit responses.
• Provide training and user support on document control processes and tools, and maintain training records and reference materials.

Benefits

• Unlimited flexible time off
• Paid holidays
• Paid parental leave
• Health, dental, and vision insurance
• Flexible spending accounts (healthcare and dependent or elder care)
• Long-term disability insurance
• Short-term disability insurance
• Life insurance and accidental death and dismemberment
• 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
• Free personalized meal planning and nutrition support with a registered dietitian
• Free personal financial planning services
• Employee assistance program
• Employee discounts
• Employee referral bonus

What This Job Offers

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