Document Control Specialist #26-25239

JobDiva, Inc.; Gary (IN); Hybrid; USD 60,000 - 85,000; Full time

Job summary

US Tech Solutions is seeking a Document Control Specialist to own the organization, integrity, and accessibility of engineering project documents across a portfolio of industrial capital projects, using SharePoint, Microsoft 365, and AI tools. You will design, build, and maintain document libraries, metadata, and workflows to ensure reliable retrieval and governance.

The role involves migrating content from legacy systems, configuring views and permissions, and training staff on best practices.

Qualifications

• Hands-on experience configuring SharePoint Online document libraries, including content types, site columns, managed metadata, views, and permissions.
• Advanced proficiency across Microsoft 365, including Outlook, Teams, Word, Excel (structured tables, lookups, pivot tables), and OneDrive, with fully cloud-based working habits.
• Demonstrated use of AI tools in production work product, with specific examples of what the tool produced and what required correction.
• Proven track record of independently owning and maintaining a document library, register, or log with high accuracy.
• Adaptability to changing organizational standards, structures, or systems during a project.

Responsibilities

• Design, build, and maintain SharePoint Online sites and document libraries for active engineering capital projects.
• Develop metadata structures (site columns, content types, managed metadata) for attribute-based retrieval.
• Configure library views, filters, and sorting to answer user-group questions.
• Administer versioning, retention, and site permissions following governance policy.
• Migrate documentation from legacy systems into current SharePoint standards.
• Train project managers and staff on document library use and AI tool usage.

Skills

Microsoft 365

SharePoint proficiency

AI tooling usage

Tools

SharePoint Online

Power Apps

Power BI

Power Automate

Job description

Duration: 18 Months Contract

Job Description

We are seeking a highly skilled and detail-driven Document Control Specialist to own the organization, integrity, and accessibility of engineering project documentation across a portfolio of industrial capital projects. This role is centered on the effective use of SharePoint, Microsoft 365, and AI tooling to build, maintain, and adapt project document environments as standards evolve.

Required skills:

• Advanced and demonstrated proficiency in Microsoft 365 products including SharePoint
• Demonstrated ability to create and manage SharePoint sites, libraries etc.
• Experience with Power Apps/Power BI/Power Automate.

Key Responsibilities

SharePoint & Document Architecture

• Design, build, and maintain SharePoint Online sites and document libraries supporting active engineering capital projects.
• Develop and administer metadata structures, including site columns, content types, managed metadata term sets, column defaults, and validation rules, so that documents are retrievable by attribute rather than by folder path.
• Configure library views, filters, groupings, and sorting to serve the specific questions each user group needs answered.
• Administer versioning, retention of superseded documents, and site-level permissions in accordance with corporate governance policy.
• Exercise independent judgment on document organization - working from an established standard where one exists, and proposing a defensible structure where one does not.

Standards Adaptation & Migration

• Migrate project documentation from network drives, legacy folder structures, and third-party document management systems into the current SharePoint standard.
• Reconfigure and re-tag existing libraries when organizational standards are revised, without loss of document history and without breaking existing links, views, or automation.
• Maintain consistent structure and tagging across project sites so that reporting and AI retrieval return reliable results portfolio-wide.

Document Control Execution

• Administer recurring document cycles, including monthly cost closings, schedule data-date archives, and monthly project status report retention.
• Maintain procurement documentation by work package, including specifications, bid packages, purchase orders, invoices, and change documents, supporting traceability for accounts payable reconciliation.
• Prepare and execute project closeout document packages, including as-built drawing submittals and uploads to external systems of record.

Standards, Training & Continuous Improvement

• Train and support project managers and engineering staff on document library use, metadata application, and AI tool usage.
• Recommend improvements to document management practices based on observed user behavior and retrieval failures.
• Stay current on SharePoint, Microsoft 365, Power Platform, and AI tool development through vendor resources and professional development.

Qualifications & Experience

• Demonstrated hands-on experience configuring SharePoint Online document libraries, including content types, site columns, managed metadata, views, column defaults, versioning, and permissions. (required)
• Advanced proficiency across Microsoft 365, including Outlook, Teams, Word, Excel (structured tables, lookups, pivot tables), and OneDrive, with fully cloud-based working habits. (required)
• Demonstrated use of AI tools in production work product, with specific examples of what the tool produced and what required correction. (required)
• Proven record of independently owning and maintaining a document library, register, or log at a high level of accuracy. (required)
• Demonstrated adaptability in environments where organizational standards, structures, or systems change during the course of the work. (required)
• Experience with Power Platform, including Power Automate flow development, Power Apps, and Power BI. (preferred)
• Experience with SharePoint site provisioning, templating, or design automation at scale. (preferred)
• Experience migrating content between document management systems. (preferred)
• Experience supporting multiple internal customers with differing document organization preferences. (preferred)

Shift:

• hybrid 2-3 days a week

About US Tech Solutions:

US Tech Solutions is a global staff augmentation firm providing a wide range of talent on-demand and total workforce solutions. To know more about US Tech Solutions, please visit www.ustechsolutions.com

US Tech Solutions is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

AI Statement:

By applying, you acknowledge that AI-assisted tools may be used during hiring.

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