Document Control Specialist

California, USA

Position Title: Document Control Specialist

Were seeking Document Control Specialists of various skill levels 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. These positions own the integrity of the project record: which revision is current, who holds it, where it lives, and whether it will still stand up when someone pulls it years from now.

Lusters quality management system is ISO 9001:2015 certified, so controlled document practice on our programs is a standard we are audited against rather than a preference.

This post is for future roles and not for a specific opportunity that is available right now. We accept applications and conduct interviews in advance of upcoming hiring needs. When a candidate is selected, their profile is activated in our talent pool for this specialty area. We notify our talent pool candidates first whenever we have a project need.

Note:

We are seeking candidates of various skill levels, and the following responsibilities represent the core of these roles. Scope and complexity increase with experience level.

may include, but are not limited to, the following:

• Maintain the controlled document register in the programs electronic document management system, so the current approved revision is the only one in circulation.
• Apply the programs numbering, naming, metadata, and revision conventions to incoming and outgoing records, including drawings, specifications, submittals, and correspondence, so any document can be retrieved years later.
• Control the distribution of controlled documents against the programs distribution matrix, and issue transmittals that record who received which revision and when.
• Verify that superseded revisions are withdrawn from circulation and archived, and that the record set in the field offices matches the record set in the system.
• 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 before they surface in an audit or a claim.
• Prepare records for internal and external audits, including ISO 9001:2015 quality audits, agency reviews, and funding reviews, and produce the requested evidence within the time the auditor allows.
• Coordinate document flow across program technical staff, designers, contractors, and agency reviewers on assigned packages.
• Train program staff, consultants, and contractors on the document control procedure, and correct misuse of the system before it corrupts the record.
• Report register status to the project management team, including revision status, overdue transmittals, and records outstanding against the procedure.
• Compile and turn over the closeout record set, including as-built documentation, warranties, and archival against the programs retention schedule.

• Excellent written and verbal communication and interpersonal skills.
• Excellent multi-tasking and organizational skills.
• Collaborative mindset that fosters teamwork, trust, and positive relationships.
• Natural curiosity, problem-solving abilities, and a commitment to continuous improvement.

• Bachelors degree in construction management, project management, engineering, or information management, or related field, or equivalent combination of education and experience.
• 5+ years of document control experience for large (>$500M), 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 practice, including numbering and metadata conventions, control of documented information, distribution control, and records retention.
• Experience with industry standard document management and project / construction management software (e.g., SharePoint, Oracle Aconex, e-Builder, Unifier, Kahua, etc.).
• Proficiency with Microsoft Office Suite/Office 365 (e.g., Outlook, Teams, Word, PowerPoint, etc.).

• Masters degree in construction management, project management, engineering, or…