Document Control Specialist

Lemartec Corporation; Northern (KY); Hybrid; USD 48,000 - 68,000; Full time

Benefits offered by this job

401(k) with company match

Medical, Dental, and Vision insurance

Paid Time Off

Job summary

Lemartec Corporation in Kentucky seeks a Detail-oriented Document Control Specialist to manage program documents and facilitate communication between the Design-Build Contractor and INDOT. The role demands confidentiality, accuracy, and strong organizational skills.

The position involves maintaining both physical and electronic files, ensuring controlled documents are reviewed and approved, and supporting quality system processes across departments. Fluency in English and Spanish is required.

Qualifications

• AA or AS degree in a business-related field.
• 3–5 years of administrative experience.
• Proficient in Microsoft Office.
• Typing 50–60 WPM with accurate dictation.
• Strong organizational skills and attention to detail.
• Ability to work overtime if needed.
• Experience in SharePoint.
• Bilingual English and Spanish.

Responsibilities

• Create monthly expense reports and check requests.
• Reconcile monthly reports.
• Organize and maintain electronic filing systems.
• Prepare agendas and minutes.
• Coordinate travel arrangements.
• Answer phone calls and take messages.
• Maintain controlled documents and quality systems.
• Assist with document control processes and archiving.
• Track data reports and ensure timely delivery.
• Support project/department staff as needed.
• Draft and revise controlled documents.
• Update databases (Excel, Access, ACT).

Skills

Administrative experience

Microsoft Office

Typing 50-60 WPM

Dictation

Bilingual: English & Spanish

Education

AA or AS degree in a business-related field

Tools

SharePoint

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Overview

The Document Control Specialist will be responsible for program document management, ensuring communication between the Design-Build Contractor and INDOT is running efficiently and effectively. Position skills include a high level of motivation and commitment to the organization, the ability to work independently and interact with other departments, a strong analytical capacity, and the ability to maintain confidentiality about all information and documentation. Maintain physical & electronic document files, for ensuring that controlled documents cannot be changed without review & approval & for administering quality system processes that produce records based on controlled forms.

Company Overview

Founded in 1979, Lemartec is a national General Contractor / Construction Management Firm and MasTec’s Vertical construction arm. As a MasTec company, we maintain international capabilities and strategic partnerships throughout the Americas and the Caribbean to service the most complex of projects within the industries we serve, which include industrial, aviation, power, and large commercial. As a MasTec Company, Lemartec is able to serve our diversified customer base through a network of 22,000 professionals and subject matter experts in Engineering, Procurement, and Construction across over 400 locations throughout North America and the Caribbean. With experience working in all 16 disciplines of construction, we have the resources and knowledge to complete projects of any scale.

MasTec’s Clean Energy & Infrastructure (CE&I) segment generates over $4 billion in annual revenue, providing construction services across industrial, renewables, and infrastructure sectors. In infrastructure, we specialize in general heavy civil construction, underground utilities, structures, electrical work, material production, roadways, bridges, specialty pavement overlays, environmental projects, and commercial buildings. Sustainability and safety are foundational to our culture and influence everything we do.

MasTec, a minority-owned Fortune 500 company, has shaped the construction industry for more than 90 years. With over 35,000 employees and 400 offices nationwide, we provide flexibility and career growth in dynamic work environments. Join one of the largest construction firms in the country (Engineering News-Record [ENR]: #1 in Power, #17 Top 50 Domestic Heavy Contractors, #20 Transportation Contractor).

Responsibilities

• Creates monthly expense reports - Credit Card(s) & Petty Cash. Also creates check requests for invoices when needed.
• Reconciles monthly reports.
• Organizes and maintains electronic filing system(s).
• Creates custom reports and presentations in Microsoft Word, Excel, and PowerPoint.
• Prepares timely agendas and minutes.
• Coordinates travel – hotel, car rental, and reservations itineraries.
• Answers phone calls & takes messages.
• Ability to secure and create strong working relationships with vendors.
• Answers routine questions and/or follows through on routine requests.
• Dictation and final documentation preparation.
• Ensure routine work items such as (daily, weekly, or monthly data reports) are received. Follow up and expedite late items.
• Miscellaneous support to project/department staff as required.
• Perform additional assignments per Supervisor’s direction.
• Responsible for compiling and updating all branded documents.
• Maintain physical & electronic document files to ensure that controlled documents cannot be changed without review & approval & to administer quality system processes that produce records based on controlled forms.
• Assist in the administration of the document control process, including document change control, file maintenance & maintenance of SOP-controlled hard copies.
• Process approved documents & ensure proper archiving of obsolete documents.
• Record keeping & quality assurance activities.
• Assist in writing and revision-controlled documents.
• Track complaints, nonconformity reports and corrective & preventative actions to closure in accordance with SOPs.
• Assist in the editing of [basic] graphic elements (i.e. logo)
• Identify training requirements resulting from release & revision of controlled documents.
• Update all databases (i.e., Excel, Access, ACT)

Qualifications

• AA or AS degree in a business-related course of work.
• Minimum 3-5 years of administrative experience.
• Proficient in all Microsoft Software.
• Able to type 50-60 WPM accurately and able to take dictation.
• Ability to apply common sense understanding to carry out details written or verbally instructed.
• Excellent organizational skills, time management skills, and attention to detail, including anticipating needs and being proactive.
• Ability to work overtime if needed.
• Experience in SharePoint.
• Bilingual: English and Spanish.

What’s in it for You

Financial Wellbeing

• Compensation commensurate with experience
• Competitive pay with ongoing performance review and merit increase
• 401(k) with company match & Employee Stock Purchase Plan (ESPP)
• Flexible spending account (Healthcare & Dependent care)

Health & Wellness

• Medical, Dental, and Vision insurance (plan choice) - coverage for spouse, domestic partner, and children
• Diabetes Management, Telehealth Coverage, Prescription Drug Plan, Pet Insurance

Family & Lifestyle

• Paid Time Off, Paid Holidays, Bereavement Leave Military Leave, including Differential Pay and Benefits Continuation
• Employee Assistance Program

Planning for the Unexpected

• Short and long-term disability, life insurance, and accidental death & dismemberment Voluntary life insurance, accident, critical illness, and hospital indemnity coverage
• Emergency Travel Assistance Program
• Group legal plan

Position may be subject to pre-employment screening, which may include a background check and drug testing. Accessibility: If you need accommodation as part of the employment process, contact [e-mail]. Due to the high volume of applications received, we are unable to respond to individual requests regarding application status. Please log in to your candidate profile for up-to-date information.

MasTec, Inc. is an Equal Employment Opportunity Employer. The Company's policy is not to unlawfully discriminate against any applicant or employee on the basis of race, color, sex, sexual orientation, gender identity, religion, national origin, age, disability, genetic information, military status, or any other consideration made unlawful by applicable federal, state, or local laws. The Company also prohibits harassment of applicants and employees based on any of these protected categories. It is also MasTec's policy to comply with all applicable state, federal, and local laws regarding the consideration of unemployment status when making hiring decisions.