Document Control Specialist

Dynamic Group • Baton Rouge, LA

6d

About The Position

The Document Control Specialist is responsible for organizing, tracking, and maintaining the flow of project and corporate documentation across Dynamic Group's Civil, Housing, Building, Emergency Response, Logistics, and Mission Critical divisions. This position keeps contracts, submittals, RFIs, drawings, transmittals, and correspondence properly filed, version-controlled, and accessible to project teams, ownership, and clients. The role works closely with project managers, the compliance and contracts team, and field staff to make sure the right document reaches the right person at the right revision level, every time.

Requirements

• Organizing, tracking, and maintaining the flow of project and corporate documentation.
• Filing, version-controlling, and ensuring accessibility of contracts, submittals, RFIs, drawings, transmittals, and correspondence.
• Working closely with project managers, compliance and contracts team, and field staff.
• Setting up and maintaining project document control systems.
• Logging, distributing, and tracking submittals and RFIs through client platforms (Procore, e-Builder, Newforma).
• Monitoring turnaround times and flagging items approaching deadlines.
• Maintaining a master transmittal log.
• Tracking drawing revisions and issuing updated sets.
• Retiring superseded versions of drawings.
• Filing executed contracts, subcontracts, change orders, and amendments.
• Maintaining an index for contract documents.
• Assisting with ISNetworld documentation uploads and renewals.
• Coordinating with the compliance team for document currency.
• Maintaining closeout documentation (as-built drawings, warranties, O&M manuals, punch list records).
• Assembling closeout packages.
• Archiving proposal production materials.
• Conducting periodic audits of project files.
• Coordinating records retention and archiving.
• Training project coordinators and administrative staff on document control procedures and platform use.
• Generating status reports on outstanding submittals, RFIs, and document turnaround.

Responsibilities

• Set up and maintain project document control systems for each active job, including folder structures, naming conventions, and revision logs for drawings, specifications, and contract documents.
• Log, distribute, and track submittals and RFIs through client platforms such as Procore, e-Builder, and Newforma, monitoring turnaround times and flagging items approaching deadline.
• Maintain a master transmittal log for all outgoing and incoming project correspondence, confirming receipt and filing supporting documentation.
• Track drawing revisions and issue updated sets to field superintendents and subcontractors, retiring superseded versions so crews are never working off an outdated print.
• Support contract administration by filing executed contracts, subcontracts, change orders, and amendments, and by maintaining an index that project managers and the compliance team can reference quickly.
• Assist with ISNetworld documentation uploads and renewals, coordinating with the compliance team to keep insurance certificates, safety statistics, and prequalification documents current.
• Maintain closeout documentation, including as-built drawings, warranties, O&M manuals, and punch list records, and assemble closeout packages for delivery to owners at project completion.
• Support proposal production by archiving past submittals, boilerplate content, resumes, and project data sheets in an organized, searchable library for reuse on future pursuits.
• Conduct periodic audits of project files, both physical and electronic, to confirm completeness and identify gaps before they become a problem during a client or bonding audit.
• Coordinate records retention and archiving for closed projects in line with company policy and contract requirements.
• Train project coordinators and administrative staff on document control procedures and platform use as new projects onboard.
• Generate status reports on outstanding submittals, RFIs, and document turnaround for project managers and division leadership.

Benefits

• Medical
• Dental
• Vision
• 401K
• Paid Time Off

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed