Document Controller / Office Manager

Acciona S.A; Phoenix (AZ); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

Relocation assistance

Job summary

ACCIONA is seeking a Document Controller / Office Manager to run daily office operations and lead project document control for the WIFA Long Term Water Augmentation Fund Program. You will implement a structured DMS, ensure version control, and maintain audit trails for drawings, RFIs, submittals, and contracts.

You will coordinate between project teams, subcontractors, and authorities, overseeing meetings, travel, and communications while protecting confidential data and supporting

Qualifications

• Bachelor-level or equivalent preferred for accountability in document control and administration.
• Experience in admin support, office management, or document control for engineering or major infrastructure projects.
• Proficiency with EDMS platforms and document control procedures.

Responsibilities

• Establish and maintain project document control system (DMS) and workflows.
• Manage drawings, RFIs, submittals, reports, specs, contracts and amendments.
• Coordinate document flow between teams, subs, authorities, and clients.
• Maintain versioning, audit trails, and secure access to sensitive docs.
• Support travel, meetings, minutes, agendas, and project communications.

Skills

Highly organized

Interpersonal communication

Prioritization & multitasking

Confidential information handling

Train team on control processes

Infrastructure projects experience

Writing & document tracking

Strong organizational skills

Education

High school diploma

Associate degree

Bachelor’s degree

Tools

Procore

Autodesk

SharePoint

ProjectWise

Asite

Job description

ACCIONA is a global company, leading in the development of regenerative infrastructure that creates a positive impact on society. Our workforce consists of more than 65,000 professionals, present in more than 40 countries across the five continents, all contributing in our mission to design a better planet. Are you a passionate individual who wants to make a difference, promote sustainable development, and find solutions to the biggest global challenges including climate change, overpopulation, and water scarcity? Come and join us in building the infrastructure our planet needs to achieve a sustainable future. Acciona offers a competitive salary, relocation assistance where relocation is required and approved, 401(k) retirement plan, medical, dental, vision, life, short and long-term disability benefits, tuition reimbursement, paid time off, and more.

The Document Controller / Office Manager is responsible for managing daily office operations and overseeing project document control for initiatives being developed under the Acciona Fengate JV for the WIFA Long Term Water Augmentation Fund Program. This role ensures seamless administrative support for project leadership while implementing and maintaining a structured document management system (DMS) that complies with contractual, regulatory, project, partners and client requirements. This position plays a critical role in supporting the successful delivery of multiple water infrastructure feasibility initiatives.

The Document Controller / Office Manager resource will establish and maintain efficient document management workflows, ensure rigorous control of project records (including versioning and audit trails), and safeguard the integrity and accessibility of all technical and commercial documentation. In addition, this role will help coordinate project team logistics, support cross-functional communication, and facilitate clear, consistent, and transparent information exchange among internal stakeholders, partners, and external advisors. By maintaining organized systems and reliable reporting structures, this position will help ensure that feasibility assessments progress in a structured, compliant, and well-documented manner, laying a strong foundation for subsequent project phases.

Office Management Responsibilities

• Manage day‑to‑day office operations including supplies, scheduling, space planning, vendor coordination, travel, onsite logistics, among others.
• Coordinate and document meetings, prepare agendas, take minutes, and track action items across project leadership teams.
• Serve as the primary administrative liaison between the teams working on the project, remote project personnel, and corporate offices.
• Maintain office records, correspondence, calendars, and project administrative logs.
• Assist with travel arrangements, expense coordination, and visitor management.
• Support creation of presentations, project communications, and documentation packages as required.
• Maintain confidentiality and ensure secure handling of sensitive project documentation.

Document Control Responsibilities

Document Management System (DMS) Administration

• Establish and maintain the project document control system (Procore, Autodesk, or similar per project guidance).
• Manage document workflows for design, construction, permitting, and administrative deliverables.
• Maintain document numbering systems, metadata standards, transmittal logs, and revision control.

Document Processing & Quality Control

• Receive, review, classify, register, and distribute incoming documents, including:
  • Drawings
  • RFIs
  • Submittals
  • Reports
  • Specifications
  • Contracts / amendments
• Perform quality checks for accuracy, completeness, formatting, and compliance with project conventions.
• Maintain current and superseded versions per project protocols.

Interface & Coordination

• Coordinate document flow between project teams, subcontractors, consultants, permitting authorities, client representatives and other key interphases.
• Support timely review cycles by tracking deadlines, notifying reviewers, and following up to ensure compliance.
• Facilitate internal and external audits by providing accurate documentation and traceability.

Records Management

• Develop and maintain structured file libraries using EDMS, SharePoint, or other CDE platforms.
• Ensure secure document storage, backup, archiving, and disposal according to contract and regulatory requirements.
• Maintain a live deliverable register with status, due dates, and forecast dates.
• Ensure full compliance with all established cybersecurity protocols.

Skills

• Highly organized and detail‑oriented.
• Strong interpersonal and client‑facing communication skills.
• Proactive, adaptable, and able to manage competing priorities.
• High integrity in managing confidential information.
• Ability to train team members on document control processes and tools.
• Prior experience on major infrastructure, water, EPC, or design‑build projects.
• Strong writing, formatting, and document‑tracking skills.
• Excellent organizational, communication, and multitasking skills.
• Additional preferred, not required:
  • Familiarity with ISO 19650 principles and Common Data Environment workflows

Required Skills and Competencies

• High school diploma required; Associate’s or Bachelor’s degree preferred.
• Experience in administrative support, office management, or document control for engineering, construction, or large infrastructure projects.
• Proficiency in Microsoft Office Suite and familiarity with EDMS platforms (Procore, Autodesk, Asite, ProjectWise, SharePoint, or similar).
• Strong understanding of document control procedures, technical documentation, and revision control.

ACCIONA has been given the Top Employer 2022, 2023, 2024 & 2025 certification in US, as well as the Top Employers North America 2022, 2023, 2024 & 2025 seal, which certifies the company's commitment to excellence in human resources management and those who focus on putting their people first through their exceptional HR policies.

As a company that values diversity as a source of talent, we work to foster an inclusive environment that promotes respect, belonging and engagement so that all people can participate on an equal opportunity basis. We invite everyone to apply regardless of origin, circumstances, background or condition.