Document Controls Specialist

life insurance, vision insurance, parental leave, paid holidays, 401(k)

United States, California, San Jose

Aug 17, 2026

Mott Mac Donald is a global engineering, management, and development consultancy committed to delivering impactful work that shapes the future.

We are a team of over 20,000 experts working across the world in more than 50 countries.
We are proud to be part of an ever-changing global industry, delivering transformative work that's defining our future. It's our people who power that performance. As an employee-owned business, we invest in creating a space for everyone to feel safe and valued and empowered with the right tools and support.

Whether you want to pursue excellence in your specialism or broaden your experience with flexible roles across our business, you'll be connected to a community of global experts championing you to be your best. Join us and shape your story with Mott Mac Donald, where everyone has the opportunity to be brilliant
.

We are currently seeking a Document Controls Specialist to support the Anderson Dam Seismic Retrofit Project (ADSRP), one of California's significant dam safety and water infrastructureprogrammes. This role will help ensure project information is managed accurately, securely, and efficiently throughout the construction lifecycle.

The Document Controls Specialist leads the project document control function for the Construction Management team supporting the Anderson Dam Seismic Retrofit Project. The position establishes and administers consistent systems, workflows, quality controls, and recordkeeping practices so that project information is complete, current, traceable, secure, and readily retrievable.

This role supports effective contract administration, change management, claims avoidance, regulatory documentation, payment processing, reporting, and project closeout activities on behalf of Valley Water.

Develop, implement, maintain, and continuously improve the project Document Control Management Plan, procedures, desk instructions, naming conventions, numbering protocols, distribution matrices, retention rules, and closeout requirements.

Serve as the Construction Management team's primary point of contact for document control matters and coordinate requirements with Valley Water, the designer, contractor, subconsultants, regulators, and other authorized parties.

Define document ownership, review responsibilities, workflow steps, due dates, permissions, approval authorities, and escalation paths in alignment with contract requirements and approved project procedures.

Supervise, train, and quality-check the work of document control staff; establish workload priorities and coverage plans.

Administer Project mates and/or similar electronic document management systems, including user setup, role-based access, folder structures, metadata, workflows, templates, notifications, dashboards, and reports.

Manage controlled workflows for correspondence, submittals, requests for information, contract clarifications, meeting records, inspection documentation, photographs, payment records, proposed changes, change requests, change orders, and record documents.

Monitor workflow aging, overdue actions, incomplete routing, duplicate records, superseded documents, and bottlenecks; follow up and elevate as appropriate.

Coordinate system configuration, testing, user acceptance, training, issue resolution, and controlled implementation of process changes.

Maintain complete and contemporaneous records supporting contract administration, including notices, directives, RFIs, submittals, field records, schedule-related correspondence, cost documentation, meeting decisions, and change records.

Coordinate document control interfaces with the project's change management process so that potential changes are identified, logged, linked to supporting records, routed promptly, statused consistently, and closed with an auditable decision history.

Help preserve contractual notice dates, response deadlines, approval milestones, and chronology of events through reliable logs, reminders, and escalation reporting.

Perform document completeness and consistency checks for proposed change orders, change order requests, owner-directed changes, negotiated change orders, and related supporting documentation.

Support claims avoidance by identifying record gaps, conflicting versions, missing approvals, late responses, unclear direction, and undocumented decisions, and by promptly elevating these issues to the Construction Manager or Resident Engineer.

Assist with preparation of document chronologies, record packages, and retrievals for issue resolution, negotiations, audits, disputes, or claims reviews without independently rendering contractual or legal determinations.

Prepare periodic…