Document Control Specialist II

Hill Intl.; San Diego (CA); Hybrid; USD 60,000 - 90,000; Full time

Benefits offered by this job

Medical, Dental, Vision

401(k) Retirement Savings Plan

Tuition Reimbursement

Hill University Learning & Development

Professional Certification Incentive

Paid Time Off

Job summary

Hill International seeks a Document Control Specialist II in San Diego, CA, to manage records from initiation to archival and to maintain SOP-compliant document control workflows. You will create project reports, manage versions, and coordinate with program teams and stakeholders.

The role requires 2–4+ years (or 4–8 years without a degree) in document control, strong SharePoint Online skills, and experience with 365 tools and DMS like Procore, Oracle Unifier, and OpenText. Hybrid schedule in SD.

Qualifications

• Bachelor's degree in construction management, engineering, or related field or equivalent years of experience.
• 2–4+ years of direct work experience with a degree, or 4–8 years direct or relevant experience without degree.
• Act as a liaison between administrative staff, project managers, and team members.
• Strong SharePoint Online troubleshooting for file transfers and permissions.
• Experience with SharePoint permissions and access/distribution groups.
• Understand the lifecycle of documents of record.
• Basic understanding of Power Automate workflows.
• Experience managing projects/portfolios worth $1–$10 million; EPC project exposure.
• Proficient with Office 365 and DMS like SharePoint Online, Procore, Oracle Unifier, OpenText.
• Excellent verbal and written communication; strong interpersonal skills.
• Hybrid work schedule; local to San Diego.

Responsibilities

• Act as a liaison between administrative staff, project managers, and team members.
• Create and update program and project team documents and versions for multiple programs.
• Integrate processes into SOPs.
• Manage records from initiation to archival.
• Create routine and ad hoc project reports with milestones and close-out data.
• Coordinate tasks with other Document Control Specialists.
• Analyze project documentation for compression opportunities and risk areas.
• Advise management on risks impacting projects.
• Communicate with clients and stakeholders in a timely manner.
• Ensure adherence to Standards, SLAs, and templates.
• Report project updates to manager and stakeholders.
• Collaborate to refine best practices and drive change management.
• Support project management in change management processes and procedures.
• Create project summaries and detailed reports, including delays and process gaps.
• Identify gaps and key requirements to meet deadlines.
• Monitor business process improvement changes in DMS.
• Provide training to new and existing team members.
• Act as an agent for change in the DMS implementation and transition.
• Focus on record coding and retention accuracy per policies.
• Perform daily document management tasks (naming, tagging, protocols).
• Mentor Document Control Assistants/Trainers.
• Support continuous improvement initiatives.

Skills

Liaison

Communication

SharePoint

Power Automate

Document management

Change management

Training

Stakeholder management

Education

Bachelor's degree in construction management, engineering, or related field

High school diploma

Tools

SharePoint Online

Procore

Oracle Unifier

OpenText

Office 365

Job description

Hill International is seeking a Document Control Specialist II in San Diego, California

Responsibilities

• Act as a liaison between administrative staff, project managers, and team members.
• Create and update program and project team documents and subsequent versions for multiple programs.
• Integrate known processes into Standard Operating Procedures (SOP).
• Responsible for records management from initiation to archival.
• Create routine and as needed reports, such as summary of outstanding items in project/program, key milestones and close out preparation.
• Coordinate tasks with other Document control Specialist.
• Analyze project documentation for compression opportunities and identify developing problem areas for close out.
• Advise management of risks that may affect projects and reporting.
• Communicate timely and effectively with clients and stakeholders.
• Adhere to the prescribed Standards, SLAs, and templates.
• Reports project and updates of group directly to manager & other key stakeholders.
• Collaborate with stakeholders to create and refine best practices.
• Support project management team to maintain timely and effective change management process, procedures.
• Create summary and detailed project reports for management and project team members including analysis any delays, outstanding process and procedures.
• Assess gaps and key requirements for meeting deadlines.
• Monitor and facilitate business process improvement changes or process changes in DMS.
• Provide consistent and standardized training for all new / existing team participants.
• Act as an “agent for change” in the company’s DMS implementation and complete transition.
• Focus on record coding and retention accuracy to certify proper handling of important files, documents, and forms per Sempra Energy policies.
• Perform daily document management tasks such as naming and tagging documents, enforcing document management protocols.
• Provide mentorship to Document control Assistant/Trainer.
• Support continuous improvement activities and change management.

Qualifications

• High school graduate required.
• Bachelor's degree in construction management, engineering, or related field from accredited program or equivalent years of experience.
• 2-4+ years of direct work experience with a degree, or 4-8 years direct or relevant experience without degree.
• Act as a liaison between administrative staff, project managers, and team members.
• Have excellent SharePoint online skills including trouble shooting file transfers.
• SharePoint permissions experience with access and distribution groups.
• Understand the lifecycle of documents of record.
• Basic understanding of Power Automate workflows.
• Responsible for projects or portfolio worth $1 – 10 million and has experience with EPC projects.
• Proficient in Office 365 and Document management system such as SharePoint Online, Procore, Oracle unifier, OpenText, etc.
• Communicate effectively to a diverse audience of different levels of education and expertise verbally and in writing; able to present to a large audience; works well in one‑on‑one and group settings requiring excellent interpersonal skills.
• Hybrid work schedule; must be local to San Diego.

The salary range for this position is $60,000 - $90,000. The offered salary will be based on the applicants qualifications, education, experience and work location.

Depending upon your employment status, Hill’s comprehensive benefits may include, Medical, Dental, Vision, Employer Paid Life and Accidental Death & Dismemberment Insurances, Business Travel Accident Insurance, Short-Term Disability, Long Term Disability, Flexible Spending Account, Health Savings Account, Dependent Care Flexible Spending Account, Commuter Benefits, Legal Assistance, Identity Theft Protection, Pet Insurance, Auto & Home Insurance, Critical Illness Insurance, Accident Insurance, Hospital Indemnity Insurance, Voluntary Life & Accidental Death & Dismemberment Insurance. Paid Time Off (PTO), Holidays, 401(K) Retirement Savings Plan, Employee Referral Program, Professional Certification Incentive Program, Hill University Learning and Development, Tuition Reimbursement, EAP, Years of Service Awards Program.

About Us

Hill International, with more than 4,300+ professionals in over 100 offices worldwide, provides program management, project management, construction management, project management oversight, advisory, facilities management, and other consulting services to clients in a variety of market sectors. Engineering News-Record magazine recently ranked Hill as one of the largest program management firms in the world. For more information on Hill, please visit our website at www.hillintl.com .

Hill is exclusively a program, project, and construction management provider, meaning we have one focus as a company: protecting client interests. Free of any potential conflicts, our entire business is geared towards helping clients achieve their desired outcomes. We are dedicated to exceeding expectations throughout the entire construction project lifecycle and adapt to the needs of each assignment to develop tailored approaches and solutions to meet those needs.

Hill is a GISI Consulting Group company, part of the Global Infrastructure Solutions, Inc. (GISI) family of companies. Learn more about GISI Consulting Group at www.gisiconsulting.com .

Hill International is an Equal Opportunity Employer/Veteran/Disabled
Note: This job description is intended to provide an indication of the nature and levels of work, knowledge, skills, abilities and other essential functions to be carried out as part of fulfilling the role mentioned in the job title. Various other duties as required.