Document Controller

About the Company: For over 30 years, our client has been an industry leader providing Project Management Solutions on Capital Construction Projects. Focusing on the Utilities, Oil, Gas, Water and other Large Construction Projects, their Project Controls Professionals have worked on some of the largest Capital Construction Projects throughout the USThey are Certified as a Federal Service Disabled, Veteran Owned Small Business (SDVOSB) and State of California Small Business and Disabled Veteran Business Enterprise (SB/DVBE).

Position Summary: The Document Controller will support the development, management, and maintenance of program documents and records throughout the project lifecycle, helping ensure information is accurate, traceable, secure, and readily accessible to project teams and stakeholders. This position will help administer the program's Document Control System (DCS), maintain document standards and workflows, support version control and records management, and promote consistent practices across contracts and project teams. The role works closely with state personnel, consultants, contractors, and internal teams to support timely document submission, review, approval, distribution, and retrieval. It also supports procedures, training, audits, and reporting while helping maintain compliance with contractual, regulatory, and quality management requirements.

Key Responsibilities: Establish and maintain document control systems, workflows, and procedures for document submission, review, approval, distribution, retention, and retrieval. Support setup and configuration of the DCS, including folder structures, metadata requirements, naming conventions, workflows, user roles, and permissions. Receive, review, and log documents from contractors, consultants, and internal teams, ensuring required metadata and document information are accurate and complete. Maintain master project records, document revisions, and version control while ensuring compliance with established formatting, numbering, and naming conventions. Coordinate with contractors, consultants, and internal stakeholders to support timely document submissions, reviews, approvals, and retrieval. Maintain and update the Document Control Management Guide, procedures, templates, and reference materials to reflect current program requirements and system changes. Monitor document status, review turnaround times, and workflow bottlenecks, and prepare dashboards, trackers, and reports for project leadership. Perform periodic document and system audits to identify missing records, metadata issues, overdue reviews, unauthorized revisions, or approval gaps, and support corrective action. Support document archiving, retention requirements, project closeout, audits, handovers, legal holds, and public-records requests, as applicable. Assist in developing and implementing standardized document control policies, procedures, templates, and tools across contracts and project teams. Provide onboarding, training, and ongoing user support for document control processes and systems, including maintenance of training materials and records. Support compliance with applicable quality management, contractual, legal, and regulatory requirements, including ISO 9001:2015 and relevant Federal Highway Administration and Federal Transit Administration requirements. Support internal and external audits related to document traceability, version control, records management, and document control procedures. Evaluate document control processes and recommend practical improvements that strengthen consistency, efficiency, and system effectiveness. Establish and maintain effective working relationships with project staff, state personnel, consultants, contractors, and other program stakeholders.

Preferred Qualifications: Experience providing document control or records management support for large infrastructure, transportation, construction, or capital improvement programs. Experience administering or supporting an electronic document management system or DCS.Experience managing document workflows, metadata, revision control, document numbering, transmittals, approvals, and records-retention requirements. Experience working with contractors, consultants, government agencies, or multidisciplinary project teams in a program or project-delivery environment. Knowledge of document control quality assurance and quality control practices and audit requirements. Familiarity with ISO 9001:2015 quality management requirements and document control practices associated with federally funded transportation programs. Experience developing document control procedures, user guides, training materials, dashboards, or document-status reports. Strong organizational, communication, and analytical skills, with the ability to manage multiple document workflows and priorities accurately. Proficiency with Microsoft Office and document management, collaboration, or project information management platforms.

Disclaimer: This job description provides only a summary of the typical functions associated with this role and is not intended to represent an exhaustive or comprehensive list of all responsibilities, tasks, or duties. The actual responsibilities, tasks, and duties assigned may differ from those outlined, and additional duties may be assigned. Duties, responsibilities, and activities may change at any time, with or without notice. SmartHire is not legally responsible for any changes to the jobholder's responsibilities or activities implemented by our clients that differ from those described herein. SmartHire is posting this position on behalf of our client, and the salary range provided is determined by the client. Actual compensation offered will depend on various factors determined by the hiring company, including candidate qualifications, experience, skills, geographic location, and internal equity considerations. SmartHire is not legally responsible for any changes in salary, benefits, or bonuses made by our clients.