Senior Document Control Specialist

Luster National • Sacramento, CA

8d • 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. Responsibilities may include, but are not limited to, the following: 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.

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.
• 10+ years of document control experience for large (>$500M), complex, heavy-civil infrastructure projects.
• 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