Document Controller

Aecom2; Sacramento (CA); On-site; USD 65,000 - 95,000; Full time

Job summary

AECOM is seeking a Document Controller for our Sacramento, California office to manage program documents and records across the project lifecycle. You will ensure accuracy, traceability, security and easy access for project teams and stakeholders.

Key responsibilities include establishing document control workflows, configuring the DCS, logging submissions, maintaining master records, and generating dashboards for leadership.

Qualifications

• BA/BS in a relevant field is required or equivalent.
• 4+ years of document control experience in large projects preferred.
• Experience with ISO 9001 quality management requirements is desirable.

Responsibilities

• Establish and maintain document control systems, workflows and procedures.
• Support setup and configuration of the Document Control System (DCS).
• Receive, review and log documents from contractors and internal teams.
• Maintain master project records, revisions and version control.
• Coordinate with stakeholders to support timely document submissions and retrieval.
• Maintain and update the Document Control Management Guide (DCMG) and templates.
• Prepare dashboards and reports for project leadership.
• Assist with audits and compliance activities.
• Provide onboarding and ongoing support for document control processes.

Skills

Document control

Metadata management

Version control

Quality compliance

Education

BA/BS in related field

Tools

DCS / Document Control System

Microsoft Office

SharePoint

Job description

AECOM is seeking a Document Controller for our office in Sacramento, California . This position will support the development, management and maintenance of program documents and records throughout the project lifecycle, helping ensure information is accurate, traceable, secure and readily accessible to project teams and stakeholders.

Key responsibilities

• Establish and maintain document control systems, workflows and procedures for document submission, review, approval, distribution, retention and retrieval.
• Support the setup and configuration of the Document Control System (DCS), including folder structures, metadata requirements, naming conventions, workflows, user roles and permissions.
• Receive, review and log documents from contractors, consultants and internal teams, ensuring required metadata and document information are accurate and complete.
• Maintain master project records, document revisions and version control while ensuring compliance with established formatting, numbering and naming conventions.
• Coordinate with contractors, consultants and internal stakeholders to support timely document submissions, reviews, approvals and retrieval.
• Maintain and update the Document Control Management Guide (DCMG), procedures, templates and reference materials to reflect current program requirements and system changes.
• Monitor document status, review turnaround times and workflow bottlenecks, and prepare dashboards, trackers and reports for project leadership.
• Perform periodic document and system audits to identify missing records, metadata issues, overdue reviews, unauthorized revisions or approval gaps and support corrective actions.
• Support document archiving, retention requirements, project closeout, audits, handovers, legal holds and public records requests as applicable.
• Assist with the development and implementation of standardized document control policies, procedures, templates and tools across contracts and project teams.
• Provide onboarding, training and ongoing user support for document control processes and systems, including maintaining training materials and records.
• Support compliance with applicable quality management, contractual, legal and regulatory requirements, including ISO 9001:2015 and relevant Federal Highway Administration (FHWA) and Federal Transit Administration (FTA) requirements.
• Support internal and external audits related to document traceability, version control, records management and document control procedures.
• Evaluate document control processes and recommend practical improvements that strengthen consistency, efficiency and system effectiveness.
• Establish and maintain effective working relationships with project staff, state personnel, consultants, contractors and other program stakeholders.

Minimum requirements

• BA/BS plus 4 years of relevant experience or demonstrated equivalency of experience and/or education.

Preferred qualifications

• Experience providing document control or records management support for large infrastructure, transportation, construction or capital improvement programs.
• Experience administering or supporting an electronic document management system or Document Control System (DCS).
• Experience managing document workflows, metadata, revision control, document numbering, transmittals, approvals and records retention requirements.
• Experience working with contractors, consultants, government agencies or multidisciplinary project teams in a program or project delivery environment.
• Knowledge of document control quality assurance and quality control practices and audit requirements.
• Familiarity with ISO 9001:2015 quality management requirements and document control practices associated with federally funded transportation programs.
• Experience developing document control procedures, user guides, training materials, dashboards or document status reports.
• Strong organizational, communication and analytical skills with the ability to manage multiple document workflows and priorities accurately.
• Proficiency with Microsoft Office applications and document management, collaboration or project information management platforms.

Sponsorship is not offered for this position.

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