Document Control Specialist

Actalent; Town of Clay (NY); On-site; USD 46,000 - 60,000; Full time

Benefits offered by this job

Health benefits

401(k) retirement plan

Paid time off

Life Insurance

Transit benefits

Job summary

Actalent in Clay, NY is seeking a Document Control Specialist to support a major industrial project in the Syracuse area. The role combines office work with active field tasks and requires maintaining drawings, specifications, RFIs, submittals, contracts, and reports with Procore and related systems.

You will manage document logs, ensure team access to current revisions, prepare agendas and minutes, and help assemble turnover and closeout packages.

Qualifications

• 5+ years in construction administration or document control.
• Experience in construction environments with Procore for document control.
• Proficiency with platforms like Procore, Aconex, CMiC, Autodesk Construction Cloud, Bluebeam, SharePoint.
• Strong organizational skills for large volumes of documentation across multiple stakeholders.
• High attention to detail and accuracy in logs, records, and documents.
• Solid administrative skills: agendas, minutes, and file organization.

Responsibilities

• Manage and maintain project document management systems (Procore, Aconex, SharePoint, CMiC, Bluebeam).
• Log and distribute RFIs, submittals, shop drawings, and design revisions.
• Maintain drawing logs and ensure teams use current documents and revisions.
• Process project correspondence with proper routing and follow-up.
• Organize contract files, change orders, and project records for audit readiness.
• Prepare agendas and distribute meeting minutes to stakeholders.

Skills

Procore experience

Project coordination

Organization

Attention to detail

Communication skills

Education

Assoc/Bachelors degree in relevant field

Tools

Procore

Aconex

CMiC

Autodesk Construction Cloud

Bluebeam

SharePoint

Job description

The Document Control Specialist supports large-scale construction projects by managing and maintaining all project documentation throughout the construction lifecycle. This role is based in the Syracuse, NY area and involves both office and active jobsite work on a major industrial project. The specialist ensures that drawings, specifications, submittals, RFIs, contracts, and reports are accurately tracked, distributed, and stored to enable efficient, compliant, and well-coordinated project execution. The position is ideal for a professional with 58 years of experience in construction administration or document control, particularly someone who has actively used Procore and similar platforms in a construction environment.

Job Title: Document Control Specialist

Responsibilities

• Manage and maintain project document management systems, including platforms such as Procore, Aconex, SharePoint, CMiC, Bluebeam, and similar tools.
• Track, log, and distribute RFIs, submittals, shop drawings, and design revisions to ensure timely review and response.
• Maintain comprehensive drawing logs and verify that all project teams are working from the most current documents and revisions.
• Process incoming and outgoing project correspondence, ensuring accurate routing, documentation, and follow-up.
• Organize and maintain contract files, change orders, and other project record documentation for easy access and audit readiness.
• Prepare, format, and distribute meeting agendas and meeting minutes to project stakeholders in a timely manner.
• Support the creation of turnover packages and closeout documentation at the end of project phases or overall project completion.
• Coordinate document flow between owners, architects, engineers, subcontractors, and internal project teams to keep information consistent and up to date.
• Generate project reports and status updates that summarize document workflows, outstanding items, and overall documentation health.
• Ensure compliance with company and client document retention policies and procedures throughout the project lifecycle.
• Contribute to quality control and construction administration efforts by maintaining accurate, organized, and complete documentation.
• Provide additional document control and administrative support to existing project coordination staff as project scope and workload increase.

Essential Skills

• 5+ years of experience in construction administration or document control, preferably on large or complex construction projects.
• Experience in construction environments with hands‑on experience using Procore for document control or project coordination.
• Proficiency with document management platforms such as Procore, Aconex, CMiC, Autodesk Construction Cloud, Bluebeam, SharePoint, or similar systems.
• Strong organizational skills with the ability to manage and prioritize large volumes of documentation across multiple stakeholders.
• High attention to detail, ensuring accuracy and consistency in logs, records, and distributed documents.
• Solid administrative skills, including preparing agendas, recording meeting minutes, and maintaining orderly project files.
• Ability to coordinate document workflows among owners, architects, engineers, subcontractors, and internal project teams.
• Capability to generate clear, concise reports and status updates on document control activities and outstanding items.

Additional Skills & Qualifications

• Associates or Bachelors degree preferred in a relevant field such as construction management, engineering, business administration, or a related discipline.
• Experience supporting heavy civil, excavation, concrete, and underground utilities or electrical scopes of work is advantageous.
• Familiarity with construction contracts, change orders, submittals, RFIs, and quality control processes.
• Demonstrated ability to work effectively in fast‑paced project environments with evolving scopes and multiple stakeholders.
• Strong written and verbal communication skills for interacting with project teams and external partners.
• Commitment to following company policies, procedures, and document retention requirements.
• Willingness to complete a pre‑employment substance abuse test, in accordance with company policy.

Work Environment

This role is based onsite in the downtown Syracuse office and at an active construction jobsite in the Syracuse, NY area. The work environment combines traditional office settings with field‑based conditions typical of large construction projects. Office work involves extensive use of document management technologies such as Procore, Aconex, CMiC, Autodesk Construction Cloud, Bluebeam, SharePoint, and standard office software. Jobsite work involves regular interaction with project teams, contractors, and stakeholders in a dynamic construction setting that may include heavy excavation, civil work, concrete operations, and underground utilities or electrical activities. Standard professional attire is expected in the office, with appropriate safety and protective gear required when visiting or working on the active jobsite. The organization offers an excellent total compensation package that includes competitive health and welfare benefits and a generous profit‑sharing/401(k) plan. The company invests in employees education and provides robust training and development opportunities through its internal training programs. The employer follows equal employment opportunity principles and may provide reasonable accommodations to enable individuals with disabilities to perform essential job functions.

Job Type & Location

This is a Contract to Hire position based out of Clay, NY.

Pay And Benefits

• Pay range: $33.65 - $43.26/hr.
• Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job‑related factors.
• Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan
• Pre‑tax and Roth post‑tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long‑term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Application Deadline

This position is anticipated to close on Nov 3, 2026.

Workplace Type

This is a fully onsite position in Clay,NY.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing winner for both client and talent service. The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law. If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options. Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records. Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.