Document Controls Specialist

AECOM - Fresno, CA

Full-time - Mid Level

Hybrid - Fresno, CA

10,001+ employees

Professional, Scientific, and Technical Services

About the position

The Document Controls Specialist at AECOM is responsible for managing, organizing, and maintaining all project-related documentation to ensure accuracy, accessibility, and compliance with internal standards and industry regulations. This role involves implementing document control systems and procedures to facilitate the flow of documents across various departments and stakeholders, supporting smooth project execution and compliance.

Responsibilities

• Receive, review, and file incoming and outgoing documents, ensuring proper categorization and storage.
• Implement and maintain a centralized document control system for tracking, storing, and retrieving project documents such as contracts, specifications, drawings, reports, and correspondence.
• Confirm documents are correctly identified and indexed according to established document control procedures.
• Maintain up-to-date records of project documentation, including version control, document revisions, and approvals.
• Distribute documents to applicable parties for timely and accurate delivery.
• Respond to requests for specific documents and confirm timely retrieval of documents as required by applicable parties.
• Confirm that all project documentation complies with project standards, legal requirements, and authority regulations.
• Review and verify the completeness and accuracy of documents before processing and distributing.
• Monitor and ensure document security, confidentiality, and proper access controls are in place to protect sensitive information.
• Archive completed and historical project documents in accordance with company procedures and industry best practices.
• Maintain archived documents and ensure they are easily retrievable for future reference, audits, or legal purposes.
• Prepare and maintain documentation status reports, tracking the progress of document submissions, approvals, and revisions.
• Generate periodic reports on document flow, project compliance, and document control activities for leadership.
• Confirm that all required documentation is available and accessible for internal and external audits.

Requirements

• Bachelor's degree in Business Administration or relevant discipline.
• 4 years of relevant experience in document management or a related field.
• Proficient in organizational, personnel, and document management.
• Proven experience in the submission and grant of approvals for conveyance packages.
• Proficiency in quick analysis and problem solving.

Nice-to-haves

• 10+ years of experience in document control systems or maintenance.
• Capability to carry out assignments without detailed instructions and with challenging stakeholders and deadlines.
• Excellent interpersonal skills and the ability to establish and maintain cooperative working relationships.

Benefits

• AD&D insurance
• Employee stock purchase plan
• Health insurance
• Dental insurance
• Paid time off
• Employee assistance program
• Vision insurance
• Retirement plan