Document Control Coordinator

Insight Global; Muskogee (OK); On-site; USD 45,000 - 75,000; Full time

Job summary

Insight Global is seeking a detail-oriented Document Controls Specialist to support a large-scale data center construction project. The role focuses on managing, tracking, organizing, and maintaining project documentation from inception to closeout, ensuring accuracy and timely communication among all stakeholders.

The ideal candidate will have 1–5 years in document control or related support roles, strong MS Office and Adobe Acrobat skills, and a proven ability to manage multiple tasks in a

Qualifications

• High school diploma or GED required.
• 1-5 years of experience in document control, project coordination, project administration, construction administration, or similar support functions.
• Strong organizational and data entry skills.
• Proficiency with Microsoft Excel, Word, Outlook, and Adobe Acrobat.
• Excellent attention to detail and accuracy.
• Strong verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced project environment.

Responsibilities

• Maintain and organize project documentation including drawings, specifications, contracts, submittals, RFIs, meeting minutes, and correspondence.
• Ensure all project documents are filed, tracked, and distributed to stakeholders.
• Manage document version control and ensure teams use current revisions.
• Create and maintain document logs, registers, and tracking systems.
• Archive project records according to requirements.
• Track and manage submittals from submission through approval.
• Monitor RFI workflows and maintain status reporting.
• Distribute approved submittals and revisions to stakeholders.
• Maintain drawing revision histories and control records.
• Support compliance and completeness of project documentation.
• Prepare and distribute meeting agendas, minutes, and action-item logs.
• Support project managers with reporting and administrative tasks.
• Coordinate project turnover and closeout documentation packages.
• Assist with schedule tracking, reporting tools, and documentation audits.
• Perform high-volume data entry and database maintenance.
• Update document management systems with project information and status changes.
• Maintain records of approvals, revisions, inspections, and correspondence.
• Generate reports on document status, deliverables, and milestones.
• Upload and organize project records in document management platforms.
• Support project teams with retrieval and navigation of documents.
• Monitor approval workflows and routing processes.
• Assist in implementing document control standards and procedures.
• Maintain document security and confidentiality.
• Serve as a primary point of contact for document-related requests.
• Collaborate with project managers, engineers, architects, subcontractors, and clients.
• Follow up on outstanding RFIs, submittals, and deliverables.
• Ensure timely communication of document revisions and approvals.

Skills

Attention to detail

Data entry

Project coordination

Organizational skills

Communication skills

Education

High school diploma

Associate degree

Bachelor's degree

Tools

Procore

Autodesk Build

BIM 360

SharePoint

Aconex

Bluebeam

Job description

We are seeking a detail-oriented Document Controls Specialist to support a large-scale data center construction project. This role is responsible for managing, tracking, organizing, and maintaining project documentation throughout the project lifecycle. The ideal candidate will have experience supporting construction projects, strong document management skills, and the ability to thrive in a fast-paced environment where accuracy and communication are essential.

Key Responsibilities

Document Control & Management

• Maintain and organize project documentation, including drawings, specifications, contracts, submittals, RFIs, meeting minutes, and correspondence.
• Ensure all project documents are properly filed, tracked, and distributed to appropriate stakeholders.
• Manage document version control and ensure teams are utilizing current revisions.
• Create and maintain document logs, registers, and tracking systems.
• Archive project records according to company and client requirements.

Submittals, RFIs & Drawing Coordination

• Track and manage submittals from submission through approval.
• Monitor RFI workflows and maintain accurate status reporting.
• Distribute approved submittals, drawing revisions, and project updates.
• Maintain drawing revision histories and document control records.
• Support compliance and completeness of project documentation.

Project Administration

• Prepare and distribute meeting agendas, minutes, and action-item logs.
• Support project managers with reporting, document preparation, and administrative tasks.
• Coordinate project turnover and closeout documentation packages.
• Assist with schedule tracking, reporting tools, and documentation audits.

Data Entry & Reporting

• Perform high-volume data entry and database maintenance.
• Update document management systems with project information and status changes.
• Maintain records of approvals, revisions, inspections, and correspondence.
• Generate reports on document status, deliverables, and project milestones.
• Upload, organize, and maintain project records within document management platforms.
• Support project teams with document retrieval and system navigation.
• Monitor approval workflows and document routing processes.
• Assist in implementing document control standards and procedures.
• Maintain document security and confidentiality.

Stakeholder Coordination

• Serve as a primary point of contact for document-related requests.
• Collaborate with project managers, engineers, architects, subcontractors, and clients.
• Follow up on outstanding RFIs, submittals, and deliverables.
• Ensure timely communication of document revisions and approvals.

Required Qualifications

• High school diploma or GED required.
• 1-5 years of experience in document control, project coordination, project administration, construction administration, or similar support functions.
• Strong organizational and data entry skills.
• Proficiency with Microsoft Excel, Word, Outlook, and Adobe Acrobat.
• Excellent attention to detail and accuracy.
• Strong verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced project environment.

Preferred Qualifications

• Associate's or Bachelor's degree in Construction Management, Business Administration, Engineering, or a related field.
• Experience supporting commercial, industrial, mission-critical, or data center construction projects.
• Experience with Procore, Autodesk Build, BIM 360, SharePoint, Aconex, Bluebeam, or similar document management platforms.
• Knowledge of construction drawings, specifications, submittals, RFIs, and project closeout processes.
• Understanding of construction document control best practices.