Document Control Specialist

MSR-FSR • Phoenix, AZ

3d

About The Position

The Document Control Specialist establishes, maintains, organizes, tracks, and controls project records and documentation supporting construction, inspection, quality, permit, plan review, administrative, and closeout activities. The role ensures documents are properly received, logged, named, version-controlled, distributed, stored, updated, and retrievable while maintaining accurate and auditable records.

The specialist manages document repositories, project files, logs, registers, transmittals, revision histories, correspondence, inspection records, permit files, drawings, and closeout documentation. The role coordinates with project leadership and other project stakeholders, supports audits and reporting, and protects confidential information. The work may be performed in an office, field office, or hybrid project support environment, depending on assignment needs. Extended hours or overtime may be needed during major submittals, audits, turnover, permit closeout, inspection surges, or final records delivery.

Requirements

• At least 3 years of experience in document control, records management, project administration, construction administration, quality documentation, engineering documentation, permit documentation, or a related project support role.
• Experience maintaining electronic document repositories, drawing and correspondence logs, transmittal logs, inspection and meeting records, submittal references, revision-controlled files, and closeout documentation.
• Working knowledge of construction document workflows, drawing revisions, RFIs, submittals, permit documents, inspection records, quality records, and closeout package requirements.
• Ability to manage large volumes of documents, maintain accurate logs, follow naming conventions, and retrieve records quickly and reliably.
• Strong attention to detail, organization, confidentiality, communication, and follow-through skills.
• Proficiency with Microsoft Office, Excel, Adobe PDF tools, and electronic document management systems or similar platforms, such as SharePoint, Teams, Bluebeam, ProjectSight, Procore, Smartsheet, Aconex, or Autodesk Construction Cloud.
• High school diploma or GED.
• Must obtain and maintain project-required onboarding, badging, training, system access, confidentiality acknowledgments, or document repository authorizations applicable to the assigned work.
• Must be able to wear personal protective equipment and safely access and traverse indoor and outdoor obstacles for site inspections, including ladders, stairs, catwalks, and uneven surfaces.
• Must be able to occasionally lift and/or move more than 30 pounds.

Nice To Haves

• Associate degree, technical diploma, or coursework in Business Administration, Records Management, Document Management, Construction Management, Engineering Technology, Information Management, Quality Management, or a related discipline.
• Bachelor's degree in Business Administration, Construction Management, Information Management, Engineering Technology, Quality Management, or a related discipline.
• Document control, records management, project administration, quality management, or information management certification.
• ISO 9001 quality management system awareness or internal auditor training where quality records are included in the assigned scope.
• Software certification or demonstrated proficiency in SharePoint, Procore, ProjectSight, Aconex, Autodesk Construction Cloud, Bluebeam, Smartsheet, or similar systems.
• OSHA 10 certification for field-facing or site-based assignments.
• Valid driver's license, depending on assignment needs.
• Equivalent combination of education, document control experience, construction administration experience, records management experience, software proficiency, and applicable certification may be accepted in lieu of a degree.

Responsibilities

• Maintain controlled document repositories and project files, including logs, registers, transmittals, revision histories, correspondence, inspection records, permit files, drawing records, closeout records, and supporting documentation.
• Receive, log, file, distribute, and archive documents according to approved procedures, naming conventions, metadata requirements, revision standards, and retention requirements.
• Manage document numbering, version control, status codes, file structures, review workflows, distribution lists, transmittals, and electronic filing protocols.
• Support permit packages, plan review logs, comment matrices, resubmittals, inspection documentation, deficiency logs, reinspection records, photographs, meeting records, and closeout packages.
• Coordinate with project leadership, discipline leads, inspectors, permit coordinators, plan reviewers, contractors, engineers, quality teams, and administrative personnel to ensure documents are complete and controlled.
• Track document status, overdue reviews, missing records, open action items, incomplete packages, pending signatures, and closeout documentation gaps.
• Prepare document control reports, logs, status summaries, document aging reports, distribution records, and closeout documentation indexes.
• Assist with meeting minutes, action item tracking, sign-in sheets, training records, submittal references, inspection record packages, and audit support.
• Support internal and external audits by locating records, confirming revision history, validating completeness, and preparing documentation packages.
• Protect confidential information and ensure document access, distribution, and retention follow company, project, client, and regulatory expectations.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Life Insurance
• Flexible Spending Accounts (FSA)
• Disability Insurance
• Paid Time Off
• Training & Development

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED