Document Control Specialist

Luster National; San Francisco (CA); Vor Ort; USD 80.000 - 120.000; Vollzeit

Zusammenfassung

Luster National is seeking Document Control Specialists at multiple levels to support major heavy civil infrastructure programs in California. You will own the project record, ensure the correct revision is in circulation, and maintain audit-ready documentation within an ISO 9001:2015 framework.

The role emphasizes strict document numbering, metadata, controlled distribution, access control, and preparation of records for internal and external audits and fund reviews.

Qualifikationen

• Responsibilities-focused role requiring meticulous document control, record-keeping and audit readiness.

Aufgaben

• Maintain the controlled document register so the current approved revision is the only one in circulation.
• Apply numbering, naming, metadata, and revision conventions to records for long-term retrievability.
• Control distribution of controlled documents and issue transmittals with recipient and revision data.
• Verify superseded revisions are withdrawn/archived and field-office records match the system.
• Administer user access, permissions, and confidentiality handling in the document management system.
• Audit the document register for missing or misfiled records and correct discrepancies before audits.
• Prepare records for internal and external audits, including ISO 9001:2015 quality audits and funding reviews.

Jobbeschreibung

About the Positions

We’re 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. Luster’s 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.

Responsibilities

may include, but are not limited to, the following:

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.

• Maintain the controlled document register in the program’s electronic document management system, so the current approved revision is the only one in circulation.
• Apply the program’s 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 program’s 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.