Document Specialist Jobs

About The Position

Requirements

• High school diploma (or equivalent)
• Typically 8+ years of relevant work experience
• 3+ years of prior document control experience
• Typically 5+ years of administrative experience, including substantial responsibility supporting project teams, executives, or department leadership
• Strong experience in document control, project administration, or office management within engineering, construction, architecture, transportation, or other project-based environments
• Experience working in roles requiring coordination across multiple stakeholders and competing priorities
• Strong proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook
• Experience using electronic document management systems such as Aconex, ProjectWise, SharePoint, Procore, or similar platforms
• Solid understanding of document tracking, version control, numbering systems, and transmittal processes
• Candidates are required to be located within 60 miles of Fresno, Bakersfield, Stockton, CA

Responsibilities

• Provide senior-level administrative support to project managers, department leaders, and project teams
• Coordinate meetings, calendars, agendas, action items, and meeting minutes
• Prepare, edit, format, and distribute reports, presentations, correspondence, and other business documents
• Support office and project administration activities to help maintain smooth day-to-day operations
• Serve as a central point of coordination for project documentation, communications, and administrative processes
• Manage and maintain electronic filing systems, shared drives, and document repositories in alignment with company and client standards
• Support document control activities, including document receipt, tracking, formatting, distribution, filing, and archiving
• Ensure documents are properly logged, organized, version-controlled, and accessible for team use and audit readiness
• Coordinate the flow of documentation between internal teams, clients, consultants, and subcontractors
• Track documentation status for submittals, RFIs, transmittals, drawings, specifications, and correspondence
• Assist in developing and maintaining administrative and document control procedures for consistency and efficiency
• Support onboarding activities for new team members, including coordination of access, systems setup, and basic process orientation
• Partner with IT and internal support teams to troubleshoot administrative and document system issues
• Help monitor compliance with contractual, regulatory, and company requirements related to records and documentation
• Identify opportunities for administrative and process improvements that enhance team effectiveness and consistency

Benefits

• medical
• dental
• vision
• paid time off
• Employee Stock Ownership Plan (ESOP)
• 401(k)
• life insurance
• flexible work schedules
• holidays