Document Control Specialist

Luster National • San Francisco, CA

2d

About The Position

Luster is seeking Document Control Specialists at various skill levels to support large, complex heavy-civil infrastructure programs, including highways, roads, bridges, transit, aviation, and water/wastewater projects delivered through traditional and alternative methods. The role is responsible for maintaining the integrity and auditability of project records, ensuring document revisions, distribution, locations, and archival records are properly controlled. Luster’s quality management system is ISO 9001:2015 certified, and controlled document practices are subject to audit.

This posting is for future roles rather than a currently available specific opportunity. Applications and interviews are conducted ahead of anticipated hiring needs, and selected candidates may be added to Luster’s talent pool for notification when a project need arises. Scope and complexity vary with experience level.

The position coordinates document control across project staff, designers, contractors, and agency reviewers; supports audits; reports register status to project management; and compiles closeout and archival record sets. Luster offers the listed compensation range and benefits, with specific benefit plan details provided upon offer.

Requirements

• Bachelor’s degree in construction management, project management, engineering, information management, or a related field, or an equivalent combination of education and experience.
• At least 5 years of document control experience on large (over $500 million), complex heavy-civil infrastructure projects.
• Experience controlling construction and program records through a full revision lifecycle, including drawings, specifications, submittals, requests for information, and correspondence.
• Working knowledge of ISO-based document control practices, including numbering and metadata conventions, control of documented information, distribution control, and records retention.
• Experience with industry-standard document management and project or construction management software, such as SharePoint, Oracle Aconex, e-Builder, Unifier, or Kahua.
• Proficiency with Microsoft Office Suite or Office 365, including tools such as Outlook, Teams, Word, and PowerPoint.
• Excellent written and verbal communication and interpersonal skills.
• Excellent multitasking and organizational skills.
• Collaborative mindset that fosters teamwork, trust, and positive relationships.
• Curiosity, problem-solving abilities, and commitment to continuous improvement.

Nice To Haves

• Master’s degree in construction management, project management, engineering, or information management.
• Active professional certification such as CRM (ICRM), IGP (ARMA), and/or CDT (CSI).
• Experience serving as the lead document control resource for an owner on a program exceeding $1 billion in construction value.
• Experience establishing a document control function at program start, including numbering conventions, metadata schema, workflow configuration, and written document control procedures.
• Experience supporting external quality audits under ISO 9001:2015 and producing objective evidence upon request.
• Experience controlling records across multiple concurrent contracts or work packages on one program, including highway, bridge, transit, airport, and water/wastewater work.
• Proficiency with Microsoft Power BI, Oracle Cloud Analytics, or other dashboard KPI reporting software.

Responsibilities

• Maintain the controlled document register in the program’s electronic document management system so only current approved revisions are in circulation.
• Apply program numbering, naming, metadata, and revision conventions to incoming and outgoing records, including drawings, specifications, submittals, and correspondence.
• Control distribution of documents according to the program’s distribution matrix and issue transmittals recording recipients, revisions, and dates.
• Ensure superseded revisions are withdrawn from circulation and archived, and verify field-office records match the system record set.
• Administer user access, permissions, and confidentiality handling in the document management system, including restricted handling of procurement, legal, and security-sensitive records.
• Audit the document register for missing, misfiled, or unindexed records and correct discrepancies.
• Prepare records for internal and external audits, including ISO 9001:2015 quality audits, agency reviews, and funding reviews, and produce requested evidence within the auditor’s timeframe.
• Coordinate document flow among program technical staff, designers, contractors, and agency reviewers on assigned packages.
• Train program staff, consultants, and contractors on document control procedures and correct misuse of the system.
• Report register status to the project management team, including revision status, overdue transmittals, and records outstanding against procedure.
• Compile and turn over closeout records, including as-built documentation and warranties, and archive records according to the program’s retention schedule.

Benefits

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

What This Job Offers

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