Document Control Specialist

MSR-FSR • Phoenix, AZ

5d

About The Position

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

The position maintains controlled repositories and project records; manages document numbering, version control, workflows, distribution, and electronic filing; and supports permit packages, plan reviews, inspections, closeout packages, meetings, and audits. The specialist coordinates with project and administrative stakeholders, tracks missing or overdue documentation and action items, prepares document control reports, protects confidential information, and follows applicable company, project, client, and regulatory expectations.

The work may take place in an office, field office, or hybrid project support environment depending on assignment needs. It may involve extended periods using electronic document systems, spreadsheets, PDF documents, drawings, trackers, and filing systems, as well as overtime or extended hours during major submittals, audits, turnover, permit closeout, inspection surges, or final records delivery. The role has physical demands that may include frequent standing and sitting; continual talking or hearing, walking up to five miles per day, and climbing multiple flights of stairs; occasional climbing, balancing, bending, stooping, kneeling, crawling, lifting or moving more than 30 pounds, and working near moving mechanical parts or fumes, airborne particles, or toxic chemicals. The employee must be able to wear required personal protective equipment and safely access indoor and outdoor site areas, including ladders, stairs, catwalks, and uneven surfaces.

Requirements

• Minimum 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 logs, correspondence logs, transmittal logs, inspection records, 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, electronic document management systems, SharePoint, Teams, Bluebeam, ProjectSight, Procore, Smartsheet, Aconex, Autodesk Construction Cloud, or similar platforms.
• High school diploma or GED required.
• Must obtain and maintain project-required onboarding, badging, training, system access, confidentiality acknowledgments, or document repository authorizations applicable to assigned work.
• Must be able to wear personal protective equipment, including protective eyewear, hard hat, lab coat, gloves, steel-toed shoes, hearing protection, and respirators.
• Must be able to safely access and traverse indoor and outdoor obstacles for site inspections, including ladders, stairs, catwalks, and uneven surfaces.

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 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 certifications or demonstrated proficiency in SharePoint, Procore, ProjectSight, Aconex, Autodesk Construction Cloud, Bluebeam, Smartsheet, or similar systems.
• OSHA 10 for field-facing or site-based assignments.
• Valid driver 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, project files, logs, registers, transmittals, revision histories, correspondence records, 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 control standards, and records retention requirements.
• Manage document numbering, version control, status codes, file structures, review workflows, distribution lists, transmittals, and electronic filing protocols.
• Support permit package documentation, plan review logs, comment matrices, resubmittal records, 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 properly 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 support, minutes, action item tracking, sign-in sheets, training records, submittal references, inspection record packages, and audit support as assigned.
• 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.
• Observe safety and security procedures, report potentially unsafe conditions, use equipment and materials properly, and support a cooperative safety team environment.

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