Document Control Specialist

Deterrence Defense, Inc.; Fremont (CA); On-site; USD 85,000 - 115,000; Full time

Benefits offered by this job

Equity options

Medical, dental, vision

401(k) and paid time off

Job summary

Deterrence Defense, Inc. is seeking a Document Control Specialist in Fremont, CA to oversee the lifecycle of program documentation for automated production equipment deployments at a partner site.

The role ensures accurate document management, drives review workflows, and acts as the single point of contact for internal teams and vendors. The ideal candidate will have 5+ years of document control on large industrial projects, be proficient with EDMS platforms, and maintain strict data integrity

Qualifications

• 5+ years of document control experience on industrial, manufacturing, EPC, or large capital projects.
• Proficiency with an EDMS platform (SharePoint, Aconex, OpenText, Procore, or equivalent) and advanced MS Office.
• Demonstrated ability to maintain data integrity across large document sets and multiple contributors.
• Working understanding of engineering drawing conventions, revision control, and submittal/transmittal processes.

Responsibilities

• Process incoming and outgoing documents to standard: numbering, revision control, formatting, cover sheets, and metadata.
• Administer the electronic document management system; maintain folder structures, placeholders, distribution matrix, and access.
• Initiate, track, and expedite review and approval cycles for drawings, specifications, vendor submittals, and procedures; report open items and aging weekly.
• Assemble and maintain document packages for design releases, FAT, SAT, commissioning, and final turnover to the partner site.
• Control vendor documentation: submittal registers, transmittals, and as-built reconciliation.
• Maintain logs and reports on document status across multiple equipment lines and vendors.
• Optional scope: manage the engineering CAD library — part and assembly numbering, revision control, template management, and model/drawing release — in coordination with design engineering.
• Train engineers, vendors, and partner staff on document procedures; audit compliance.

Skills

Attention to detail

Data integrity

Written communication

Tools

SharePoint

Aconex

OpenText

Procore

Job description

Document Control Specialist – Fremont, CA

The Document Control Specialist owns the lifecycle of program documentation for the deployment of automated production equipment at a partner manufacturing site: equipment drawings and specifications, vendor submittals, FAT/SAT records, commissioning packages, O&M manuals, and turnover documentation. This role keeps the document management system accurate and complete, runs review and approval workflows on schedule, and is the single point of contact for internal teams, vendors, and the partner site on what is current and what is not. The ideal candidate has run document control on a large industrial or EPC project and is exacting about data integrity.

Key Responsibilities

• Process incoming and outgoing documents to standard: numbering, revision control, formatting, cover sheets, and metadata.
• Administer the electronic document management system; maintain folder structures, placeholders, distribution matrix, and access.
• Initiate, track, and expedite review and approval cycles for drawings, specifications, vendor submittals, and procedures; report open items and aging weekly.
• Assemble and maintain document packages for design releases, FAT, SAT, commissioning, and final turnover to the partner site.
• Control vendor documentation: submittal registers, transmittals, and as-built reconciliation.
• Maintain logs and reports on document status across multiple equipment lines and vendors.
• Optional scope: manage the engineering CAD library — part and assembly numbering, revision control, template management, and model/drawing release — in coordination with design engineering.
• Train engineers, vendors, and partner staff on document procedures; audit compliance.
• Support records required for customer, quality, and regulatory audits.

Qualifications

• 5+ years of document control experience on industrial, manufacturing, EPC, or large capital projects.
• Proficiency with an EDMS platform (SharePoint, Aconex, OpenText, Procore, or equivalent) and advanced MS Office.
• Demonstrated ability to maintain data integrity across large document sets and multiple contributors.
• Working understanding of engineering drawing conventions, revision control, and submittal/transmittal processes.
• Exceptional organization and attention to detail; clear written communication.
• Ability to work on-site in Fremont, CA.

Preferred Skills

• Experience with CAD data management or PDM/PLM systems (SolidWorks PDM, Windchill, Teamcenter) if the CAD library scope applies.
• Basic scripting or automation (PowerShell, VBA, Power Automate).
• Experience supporting ITAR or export-controlled documentation handling.
• Experience in defense, aerospace, energy, or refinery environments.

Compensation

The base salary range for this position is $85,000 – $115,000. This is a good-faith estimate; actual base pay depends on job-related knowledge, skills, experience, and level. This role is also eligible for equity (employee stock options) and benefits including medical, dental, vision, 401(k), and paid time off. Roles with significant travel may be eligible for an assignment premium.

Export Control

This position may require access to information controlled under the International Traffic in Arms Regulations (ITAR) or Export Administration Regulations (EAR). Applicants must be a U.S. person as defined in 22 CFR 120.62 (U.S. citizen, lawful permanent resident, or protected individual) or be eligible to obtain any required authorization.

Equal Opportunity

Deterrence Defense, Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law. We are committed to working with and providing reasonable accommodations to applicants with disabilities; if you need an accommodation at any point in the process, contact [e-mail].