Document Control Specialist

Quest Oracle Community; California, Northern (MD, KY); Hybrid; USD 80,000 - 140,000; Full time

Benefits offered by this job

Unlimited flexible time off

Paid holidays

Health, dental, and vision insurance

401(k) plan with employer contribution

Professional development stipend

Job summary

Luster seeks a Document Control Specialist to manage project records across heavy-civil programs such as highways, bridges, and transit. You will ensure the integrity of revisions, control metadata, and enable long-term retrievability of documents throughout the lifecycle.

The role requires experience with ISO 9001:2015, document management software, and MS Office skills. You will collaborate with program staff and auditors, supporting multiple packages and jurisdictions.

Qualifications

• Bachelor's degree in construction management, project management, engineering, or information management, or equivalent.
• 5+ years of document control experience for large, complex heavy-civil infrastructure projects.
• Experience controlling construction records through full revision lifecycle.
• ISO-based document control practice knowledge and metadata conventions.
• Experience with document management software (SharePoint, Aconex, e-Builder, Unifier, Kahua).
• Proficiency with Microsoft Office Suite/Office 365.

Responsibilities

• Maintain the controlled document register in the program's electronic document management system, ensuring only the current revision circulates.
• Apply numbering, naming, metadata, and revision conventions to records for long-term retrievability.
• Control distribution of documents and issue transmittals recording recipients and dates.
• Verify superseded revisions are archived and field/office records match system records.
• Administer user access, permissions, and confidential handling of sensitive records.
• Audit the document register for missing or misfiled records and correct discrepancies.
• Prepare records for ISO 9001:2015 quality audits and agency/funding reviews.
• Coordinate document flow with technical staff, designers, contractors, and reviewers.
• Train staff on document control procedures and prevent misuse of the system.
• Report register status, overdue transmittals, and outstanding records to PM team.
• Compile closeout records, including as-built docs and warranties, per retention schedule.

Skills

Written communication

Multi-tasking

Collaboration

Curiosity

Education

Bachelor's degree in construction management or related field

Master's degree (preferred)

Tools

SharePoint

Oracle Aconex

e-Builder

Unifier

Kahua

Microsoft Office 365

Job description

California, USA

Position Title: Document Control Specialist

About the Positions

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.

Responsibilities

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.

Attributes

• 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.

Minimum Qualifications

• 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.).

Preferred Qualifications

• Masters degree in construction management, project management, engineering, or information management.
• Active professional certifications such as CRM (ICRM), IGP (ARMA), and/or CDT (CSI).
• Experience serving as the lead document control resource for the owner on a program exceeding $1B in construction value.
• Experience standing up a document control function at the start of a program, including the numbering convention, metadata schema, workflow configuration, and the written document control procedure.
• Experience supporting external quality audits under ISO 9001:2015 and producing objective evidence on request.
• Experience controlling records across multiple concurrent contracts or work packages on the same program, including highway, bridge, transit, airport, and water and wastewater work.
• Proficiency with Microsoft Power BI, Oracle Cloud Analytics, or other dashboard KPI reporting software.

Compensation Details

Expected Salary: $80k-$140k/year ($38-$67/hour). Luster provides the salary range that the company in good faith believes it might offer for this position based on the successful candidates level and years of experience, knowledge, skills, abilities, education, certifications, licenses, geographic location, etc. Luster reserves the right to ultimately pay more or less than the posted range depending on circumstances not related to any status protected by local, state, and/or federal law.

Just LOOK at the Benefits We Offer!

• Unlimited flexible time off
• Paid holidays
• Paid parental leave
• Health, dental, and vision insurance
• Flexible spending accounts (healthcare and dependent or elder care)
• Long-term disability insurance
• Short-term disability insurance
• Life insurance and accidental death and dismemberment
• 401(k) plan with guaranteed employer contribution
• Formal career planning and development program
• $2,500 annually toward professional development
• Wellness program with monthly wellness stipend
• Company cell phone or cell phone plan reimbursement
• Free personalized meal planning and nutrition support with a registered dietitian
• Free personal financial planning services
• Employee assistance program
• Employee discounts
• Employee referral bonus

Specific plan details and coverage for each benefit noted above will be provided upon offer.

Luster is committed to creating an inclusive work environment with a diverse workforce. All qualified applicants will receive consideration for employment without regard to criminal history, race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. This employer participates in E-Verify. The employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) with information from each new employee's I-9 to confirm work authorization.

All positions may be subject to a background check and drug test once a conditional offer of employment is made for any convictions directly related to its duties and responsibilities, in accordance with all applicable local, state, and/or federal regulations.

This job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

Luster does not accept unsolicited resumes from any third-party. In the absence of a signed agreement, Luster will not consider or agree to payment of any kind. Any unsolicited resumes presented to Luster personnel, including those submitted to Luster hiring managers, are deemed to be the property of Luster.

Equal Opportunity Employer, including disability/protected veterans

PI287138453