Document Controls Specialist

Ames Construction, Inc.; Bagdad (AZ); On-site; USD 55,000 - 75,000; Full time

Job summary

Ames Construction, Inc. is seeking a Document Controls Specialist to manage large volumes of construction documents at the project site. You will ensure safety, smooth operations, and accurate records, acting as a gatekeeper to mitigate risks and support project performance.

Reporting to the Project Controls Manager, you will collaborate with project staff, format documents, and maintain logs while supporting quality and schedule adherence on-site.

Qualifications

• Bachelor's or Associate degree in Technical Communication or related field.
• Experience in office work, documentation, and control preferred.
• Mining and/or Construction industry experience is a plus.
• Excellent communication skills, both oral and written.
• Strong client service attitude with ability to interface with clients and maintain lasting relationships.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Experience with Aconex, SharePoint, Bluebeam, and Adobe Creative Suite preferred.

Responsibilities

• Collaborate with Project Managers and Project Engineers to issue submittals and RFIs to the client.
• Manage numbering and filing for project documents (plans, specs, takeoffs, design files).
• Maintain detailed logs of incoming and outgoing documents.
• Facilitate timely internal and external document reviews.
• Format documents for consistency and professionalism.
• Handle high-volume document downloads, filing, and distribution.
• Prepare agendas and meeting minutes.
• Communicate with clients, third parties, internal teams, and leadership.
• Produce reports for internal/external stakeholders.
• Enforce document control procedures and standards.
• Prepare/update internal and external document templates.
• Encourage safe work practices and MSHA compliance.

Skills

Communication skills

Client service mindset

Multitasking

Adaptability

Problem solving

Team collaboration

Education

Bachelor's or Associate degree in Technical Communication

Tools

Aconex

SharePoint

Bluebeam

Adobe Creative Suite

Job description

Ames Construction has been building America for more than 60 years, and our people are the reason we continue to succeed.

We are a full-service, heavy civil and industrial contractor building critical infrastructure, including highways, bridges, mines, dams, rail, and more. Our teams take on challenging projects that keep communities safe, supply chains moving, and the country connected.

At Ames, we are Fueled by Family. That means we look out for one another, take pride in our work, and build strong relationships rooted in trust and respect.

Guided by our core values of People, Team, Our Bond, Persistence, and Vision, we do what we say we will do, push through challenges, and deliver work we're proud of.

When you join Ames, you're joining a company built for long-term success, where skilled people, strong teams, and disciplined execution come together to build careers and a better future.

Position Summary

The Document Controls Specialist is responsible for managing a large volume of incoming and outgoing construction documents at the project site to ensure operations run safely, smoothly, and effectively. This position has a wide range of job responsibilities and upward mobility to continue advancing in various areas of project support. The Document Controls Specialist is critical to keeping an organized project record and ensuring all parties have the information needed to complete construction activities. The Document Controls Specialist is client-facing and acts as a gatekeeper to mitigate project and business risks. This position reports to the Project Controls Manager and will receive ongoing training and guidance to optimize project performance.

Essential Functions

• Work collaboratively with Project Managers and Project Engineers to issue various submittals and requests for information (RFIs) to the client.
• Manage numbering and filing systems for project documents such as work plans, material data, survey data, non-conformance reports, presentations, meeting minutes, agendas, requests for information, etc.
• Maintain detailed logs of incoming and outgoing documents.
• Facilitate timely internal and external document reviews.
• Format documents as needed for consistency and professionalism.
• Download, file, distribute, and maintain a high volume of complex incoming construction documents such as plans, specs, material takeoffs, design files, etc.
• Prepare and distribute agendas and meeting minutes.
• Communicate effectively with clients, external third parties, internal team members, and leadership.
• Prepare clear, timely, and useful reports for both internal and external parties.
• Enforce document control procedures and standards.
• Prepare and update various internal and external document templates.
• Exercise safe work practices and support all team members in maintaining a safe work environment to Mine Safety and Health Administration (MSHA) standards.

Qualifications

• Bachelor's or Associate's Degree in Technical Communication or related field.
• Experience in office work, documentation, and control preferred.
• Mining and/or Construction industry experience is a plus.
• Excellent communication skills, both oral and written.
• Strong client service attitude with ability to interface with clients and maintain lasting, positive relationships.
• Positive attitude and aptitude to support diverse teams are a must.
• Must be able to exercise discernment and problem-solving when new circumstances arise outside set document control procedures.
• Ability to work under tight deadlines and on own initiative.
• Able to establish priorities to maintain a balance between short- and long-term activities.
• Proficiency in Microsoft Office Suite, with emphasis on Excel, Word, Outlook, and PowerPoint required.
• Experience in software such as Aconex, SharePoint, Bluebeam, and Adobe Creative Suite preferred.
• Ability to assess various levels of risk associated with safety, quality, schedule, and budget in carrying out tasks and flagging documents for additional review.
• Ability to work independently, multi-task, and manage priorities.
• Ability to adapt to change in a dynamic environment.

Working Conditions

• Travel: This role will be expected to travel to the project location.
• Accommodation: The nearest accommodation to the site is a minimum 60-minute one-way commute.
• Construction Site Environment: Physical ability to stand, walk, crawl, bend, reach, and climb. May be exposed to high noise levels. Computer workstation will be located within a construction trailer setting.
• Compensation: $55,000-$75,000.

Ames Construction is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

Ames Construction is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.