Document Control Specialist

WSP • New York, NY

9d

About The Position

The Document Control Specialist will manage controlled project documents, including correspondence, submittals, reports, RFIs, plans, specifications, client documentation, and responses, using established document control procedures, Procore, SharePoint, and EDMS standards. This role involves configuring, updating, and maintaining Procore and SharePoint tools, modules, pages, and collaboration resources. The specialist will also train and support project team members, owners, contractors, and third parties on document management requirements, systems, Procore use, and Document Controls procedures. Key responsibilities include reviewing submissions for accuracy, managing naming, numbering, metadata, distribution, electronic filing, records retention, and QA/contractual compliance. The role also entails tracking submittals, RFIs, comment responses, and incomplete questions in accordance with project procedures, and coordinating with department leads to ensure timely documentation processing and to improve document control productivity, efficiency, and service quality. Additionally, the specialist will manage the handling, storage, and distribution of protected information.

Requirements

• Bachelor’s degree or equivalent experience
• 5–7 years of experience supporting major capital improvement programs or large-scale projects
• Document control experience across design, pre-construction, construction, closeout, or similar project phases
• Advanced proficiency in Microsoft Office and word processing tools
• Working knowledge of Procore, SharePoint, and Bluebeam.
• Knowledge of document, records, and data management systems and best practices
• Strong organizational, prioritization, multitasking, and attention-to-detail skills
• Able to manage competing deadlines and changing priorities under pressure
• Excellent written, verbal, presentation, client service, and stakeholder communication skills
• Sound business judgment and proactive problem-solving with minimal oversight
• Professional, adaptable, self-motivated, and committed to continuous improvement
• Able to work independently and collaboratively within multidisciplinary teams
• Discreet and reliable in handling confidential information

Responsibilities

• Manage controlled project documents—including correspondence, submittals, reports, RFIs, plans, specifications, client documentation, and responses—using established document control procedures, Procore, SharePoint, and EDMS standards.
• Configure, update, and maintain Procore and SharePoint tools, modules, pages, and collaboration resources.
• Train and support project team members, owners, contractors, and third parties on document management requirements, systems, Procore use, and Document Controls procedures.
• Review submissions for accuracy; manage naming, numbering, metadata, distribution, electronic filing, records retention, and QA/contractual compliance.
• Track submittals, RFIs, comment responses, incomplete questions, and related documentation in accordance with project procedures.
• Coordinate with department leads to process documentation on time and improve document control productivity, efficiency, and service quality.
• Manage protected information handling, storage, and distribution.

Benefits

• Coverage related to medical, dental, vision, disability, and life
• Retirement savings
• Paid sick leave
• Paid vacation (or other personal time)
• Paid parental leave
• Paid time off for purposes of bereavement, voting, and/or attendance at naturalization proceedings

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree