DOCUMENT CONTROL SPECIALIST

East Coast Repair and Fabrication, LLC; Mayport (FL); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health insurance

Vision insurance

Dental insurance

Life insurance

Disability insurance

Job summary

East Coast Repair and Fabrication, LLC is seeking a Document Control Specialist to manage controlled documents for Navy ship repair proposals and contract execution. You will ensure drawings, specifications, and data are current, properly distributed, and traceable while safeguarding CUI/CDI and restricted information.

This office-based role requires attention to detail, organizational skills, and the ability to coordinate with Estimating, Contracts, Procurement, IT, and Project Management.

Qualifications

• High school diploma or equivalent; associate degree preferred.
• 2+ years in document control, records management, contracts/procurement administration, security administration, or comparable experience preferred.
• Familiarity with CMMC, CUI, CDI, DFARS cybersecurity requirements preferred.
• Proficiency with Microsoft 365 applications (Excel, Word, Outlook, SharePoint, Teams).
• Strong organizational, communication, and attention to detail; ability to manage multiple priorities and follow procedures.

Responsibilities

• Escalate and report unauthorized access, cyber incidents, or other potential compromise to designated contacts.
• Maintain document registers, revision histories, distribution records, and transmittals for traceability.
• Create CD packages for drawings, specifications, work items, and other protected contract data.
• Maintain subcontractor access lists and remove access after bid completion or subcontract completion.
• Support internal reviews, customer inquiries, CMMC assessments, and audits with accurate document-control records.
• Protect government and company information and verify required approvals before releasing CUI/CDI.
• Use approved systems to send, store, and share CUI/CDI.
• Coordinate document-control activities with Estimating, Contracts, Procurement, IT, and PM teams.
• Perform other related duties as assigned.

Skills

Organizational skills

Communication skills

Detail oriented

Procedural compliance

Education

Associate degree

Bachelor's degree

Tools

Microsoft 365

Excel

Word

Outlook

SharePoint

Teams

Job description

At ECR, we consider our employees to be our most valuable asset.

ECR is an expanding company that offers great opportunities for personal career growth to individuals who are committed to lifelong learning and are willing to work hard for a mission that supports the United States of America. Our Company teams up with many of the largest government contractors in the marine and industrial markets, and also leads projects for both defense and civilian interests.

If you are looking for an exciting career with a company where you can advance your skills while receiving fair compensation and a competitive benefits package, then ECR is a good fit for you. Scroll down to see our open positions.

ECR offers our employees a comprehensive benefits package that includes:

• Health, Vision, and Dental Insurance
• Life Insurance (including coverage for Dependents)
• Short and Long-Term Disability Insurance

The Document Control Specialist is responsible for controlling, distributing, tracking, and maintaining technical, contractual, and project documentation supporting U.S. Navy ship repair proposals and contract execution. This position ensures drawings, specifications, work items, technical data, and other controlled documents are current, properly distributed, and traceable while supporting the secure handling of CUI, CDI, company proprietary information, and other restricted information.

Essential Functions:

• Promptly escalate and/or report suspected unauthorized access, loss, misdirection, improper sharing, marking discrepancies, cyber incidents, or other potential compromise to the designated IT Security, Estimating, Contracts, and management points of contact.
• Maintain document registers, revision histories, distribution records, transmittals, acknowledgments, and other records necessary to provide document traceability.
• Support proposal, planning, subcontractor activities, and execution teams by creating CD packages for drawings, specifications, work items, technical data, planning information, and other protected contract information.
• Maintain and periodically review the job’s active subcontractor access list with responsible Project Manager and initiate removal of access following bid completion, subcontract completion, personnel changes, termination of need-to-know, or other triggering events.
• Support internal reviews, customer inquiries, CMMC assessments, cybersecurity assessments, and audits by producing accurate document-control and access records within the scope of assigned responsibility.
• Protect company proprietary and third-party information governed by contractual restrictions in addition to Government CUI/CDI and verify required approvals and access requirements before releasing CUI/CDI.
• Use approved systems and secure methods to send, store, and share CUI/CDI.
• Check documents required for CUI, CDI, distribution, and other control markings and refer questions or unclear markings to the appropriate manager.
• Maintain the controlled files and tracking log for CUI/CDI provided to subcontractors and review/update subcontractor document-access records. Coordinate removal of access when the authorized need ends.
• Coordinate document-control activities with Estimating, Contracts, Procurement, IT, Project Management, and other departments as required, including assisting with the preparation, tracking, and submission of contractually required reports and deliverables to the Government.
• Perform other related duties as assigned.

QUALIFICATIONS:

• High school diploma or equivalent required; Associate’s degree, plus 2 years of experience or bachelor degree preferred.
• Two or more years of document control, records management, contracts/procurement administration, security administration, or comparable experience preferred.
• Department of War, U.S. Navy, ship repair, shipbuilding, or other regulated industry work preferred.
• Basic knowledge of document control, revision control, records retention, and secure information handling.
• Familiarity with CMMC, CUI, CDI, DFARS cybersecurity requirements preferred.
• Proficiency with Microsoft 365, specifically Excel, Word, Outlook, SharePoint, and Teams.
• Strong organizational, communication, and attention to detail skills, with the ability to follow recommended procedures and manage multiple priorities.
• Ability to follow written procedures accurately and maintain confidential records.
• Must pass drug test and background check and qualify for badge to access Naval Station.

Physical Requirements:

• Ability to lift 20 pounds regularly and up to 50 pounds occasionally.
• Ability to sit and/or stand for long periods of time.

This is NOT a physically demanding position and may accommodate most physical disabilities. There may be occasional lifting of office materials or files weighing not more than 20 pounds. Physical dexterity may be required when operating calculators, copiers, computers and/or other typical office equipment.

Known Hazards: Carpal Tunnel Syndrome

Environmental Conditions:

This position work in an office environment with extended computer use and an occasional visit to a worksite. There is generally no exposure to hostile environments or loud noises or hazardous chemicals or smoke or extreme temperatures. This position may experience eye and muscle strain, backaches, headaches, and repetitive motion injuries from using computers on a daily basis and may have to sit for extended periods while reviewing detailed data.

During work-site visits will be required to wear appropriate PPE including, but not limited to: