Document Controls Specialist

We’re looking for a highly organized and detail‑oriented Document Controls Specialist to support our Architecture team. In this role, you’ll help keep project information organized, accurate, and easy to manage – making sure our team has what they need to deliver great work.

This is a great opportunity for someone who enjoys organization, working behind the scenes to support a team, and being part of a collaborative, project‑driven environment.

• Organize and maintain project files (both electronic and paper), including tracking key decisions and action items
• Prepare and format documents such as reports, specifications, and correspondence
• Coordinate meetings by scheduling, taking notes, and sharing clear summaries with the team
• Help Project Managers stay on track by monitoring deadlines, deliverables, and documentation
• Process and distribute project documents such as RFIs, submittals, and change proposals
• Assist with organizing client and consultant agreements
• Work closely with multiple project managers and teams across different projects
• Communicate professionally with internal teams, clients, and partners
• Look for ways to improve how we organize and manage documents
• Support general administrative and project coordination tasks as needed

• Strong attention to detail and a focus on accuracy
• Good communication and coordination skills
• A natural ability to stay organized and manage multiple tasks
• Comfort working with documents, formatting, and file organization
• Solid time management and prioritization skills
• Ability to listen, summarize conversations, and capture key decisions and action items
• A mindset of consistency and following processes
• Awareness of handling confidential or sensitive information
• Interest (or experience) in working with structured document systems or tools like Newforma (a plus, not required)
• A willingness to learn and improve processes over time

• Associate’s degree in a related field or equivalent experience
• Experience with Microsoft Office
• An attitude and commitment to being an active participant of our employee‑owned culture is a must
• Sponsorship (visa) for U.S. employment authorization is not available now or in the future for this position