Senior Document Control Specialist

Luster National • Sacramento, CA

8d • $80,000 - $130,000 • Hybrid

About The Position

We’re seeking a Senior Document Control Specialist to support large, complex heavy civil infrastructure programs, including highways, roads, bridges, transit (bus and rail), aviation (international airports), and water/wastewater projects delivered through both traditional and alternative delivery methods. This position is the technical lead for document control on a major rail capital program, serving as the subject matter expert for the enterprise document control system and the standards behind it. You’ll keep controlled record sets accurate, traceable, and audit-ready while supporting system rollout, adoption, and continuous improvement across projects and functional groups.
This is a long-term, full-time, hybrid (3-4 days per week on-site) position based in Sacramento, CA.

Requirements

• Bachelor’s degree in business administration, information management, records management, or construction management, or related field, or equivalent combination of education and experience.
• 8+ years of document control experience for large (>$500M), complex, heavy-civil infrastructure projects.
• Experience serving as a senior or lead document controller on a capital program, including submittal review, version control, and controlled record maintenance.
• Experience developing standard operating procedures, workflows, process maps, and training materials for document control operations.
• Working knowledge of document control standards, metadata and naming conventions, records retention requirements, and audit and compliance obligations.
• Experience with enterprise electronic document management systems (e.g., SharePoint, Aconex, Unifier, ProjectWise, Adobe Acrobat, etc.).
• Proficiency with Microsoft Office Suite/Office 365 (e.g., Outlook, Teams, Word, PowerPoint, etc.).

Nice To Haves

• Master’s degree in business administration, information management, records management, or construction management.
• Certified Records Manager (CRM) (Institute of Certified Records Managers), or Certified Document Imaging Architech+ (CDIA+) certification (CompTIA).
• Experience serving as system administrator or subject matter expert for an enterprise-wide document control system rollout across multiple projects or business units.
• Experience supporting document control on a rail or transit capital program exceeding $1B in construction value.
• Experience supporting system implementation, change management, or process improvement initiatives affecting document control users across an organization.
• Experience coordinating document control across multiple concurrent contracts or design packages on a single program.
• Working knowledge of public agency records retention schedules, public records request handling, and audit response.
• Proficiency with Microsoft Power BI, Oracle Cloud Analytics, or other dashboard KPI reporting software.

Responsibilities

• Serve as the technical subject matter expert for document control systems, processes, and standards, and provide guidance and mentoring to document controllers, program analysts, and project teams.
• Oversee document intake, processing, distribution, storage, and archival for design, construction, right-of-way, and environmental record sets across a rail capital program.
• Review document submittals for completeness, accuracy, metadata, naming convention, version control, and classification compliance before acceptance into the document management system.
• Perform system administration for the enterprise document control platform, including configuration, permissions, workflows, and troubleshooting.
• Support deployment, configuration, and optimization of the enterprise document control system, and participate in defining system requirements, workflows, user roles, and reporting capabilities.
• Evaluate system gaps, risks, and improvement opportunities, and recommend enhancements that improve efficiency and data integrity.
• Develop and maintain process maps, standard operating procedures, desk manuals, and system user guides.
• Maintain document control dashboards, trackers, risk logs, and issue logs, and monitor performance metrics, workload trends, and compliance indicators.
• Support audit readiness by verifying that documentation is complete, traceable, and retained in line with contract and regulatory requirements.
• Coordinate with project teams, IT, business analysts, procurement, and compliance staff, and serve as a point of contact for document control matters with staff, consultants, and contractors.
• Provide training, onboarding, and ongoing user support, and support change management as new tools, workflows, and standards are adopted.

Benefits

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

What This Job Offers

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