Document Controls Specialist

KEITH Engineering Design; Town of Florida (NY); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

100% PAID Medical, Dental, Vision

401K with full vesting on Day 1

Parental leave and Life Insurance

PTO and Holidays

Job summary

KEITH Engineering Design in Belle Glade, FL seeks a Document Controls Specialist to oversee project document control, EDMS, and ensure accurate, timely distribution of engineering and construction records.

The ideal candidate is organized, detail-oriented, and experienced on large capital projects, collaborating with PMs, engineers, contractors, owners, and stakeholders to maintain document integrity and compliance.

Qualifications

• Associate's or Bachelor's degree in Business Administration, Construction Management, Engineering Technology, or a related field preferred.
• Document controls experience on engineering, construction, infrastructure, or capital projects.
• Experience supporting large, complex construction management projects.
• Strong knowledge of document control, records management, and quality management systems.
• Experience with electronic document management systems and MS Office.

Responsibilities

• Manage all project documentation including drawings, specifications, RFIs, submittals, contracts, meeting minutes, change orders, correspondence, reports, and other project records.
• Administer and maintain the project's EDMS, ensuring documents are properly indexed, version-controlled, and distributed.
• Establish and enforce document control procedures per project standards and client requirements.
• Review incoming/outgoing documentation for accuracy, completeness, and compliance with protocols.
• Coordinate document transmittals between owner, design team, contractors, and stakeholders.
• Maintain current revision status of drawings, technical documents, and construction records.
• Track document workflows to ensure timely review, approval, and distribution.
• Prepare and maintain document logs, registers, and reporting metrics for management and client reporting.
• Assist leadership with audits, quality assurance reviews, and regulatory activities.
• Coordinate project closeout documentation including turnover packages, as-built drawings, and O&M manuals.
• Identify opportunities to improve document control processes and implement best practices.

Skills

Document control

EDMS proficiency

Attention to detail

Communication

Time management

Education

Associate's or Bachelor's degree in related field

Tools

MS Office Suite

EDMS software

Job description

Document Controls Specialist

Location: Belle Glade, FL

Position Overview

KEITH is seeking an experienced Document Controls Specialist to support a major construction management project in Belle Glade, Florida. This position is responsible for overseeing the project's document control processes, ensuring all engineering, construction, contractual, and project documentation is accurately maintained, distributed, and archived throughout the project lifecycle. The ideal candidate is highly organized, detail-oriented, and experienced working on large capital construction projects. This individual will collaborate closely with project managers, engineers, contractors, owners, and other project stakeholders to maintain document integrity, support project compliance, and ensure timely information flow across the project team.

Responsibilities

• Manage all project documentation including drawings, specifications, RFIs, submittals, contracts, meeting minutes, change orders, correspondence, reports, and other project records.
• Administer and maintain the project's electronic document management system (EDMS), ensuring documents are properly indexed, version-controlled, and distributed.
• Establish and enforce document control procedures in accordance with project standards and client requirements.
• Review incoming and outgoing documentation for accuracy, completeness, and compliance with established document control protocols.
• Coordinate document transmittals between the owner, design team, contractors, subcontractors, and other project stakeholders.
• Maintain current revision status of engineering drawings, technical documents, and construction records.
• Track document workflows to ensure timely review, approval, and distribution.
• Prepare and maintain document logs, registers, and reporting metrics to support project management and client reporting.
• Assist project leadership with audits, quality assurance reviews, and regulatory compliance activities.
• Coordinate project closeout documentation, including turnover packages, as-built drawings, operations and maintenance manuals, warranties, and final records.
• Identify opportunities to improve document control processes and implement best practices to increase efficiency and accuracy.
• Mentor and provide guidance to junior document control staff as needed.

Qualifications

• Associate's or Bachelor's degree in Business Administration, Construction Management, Engineering Technology, or a related field preferred.
• Document controls experience supporting engineering, construction, infrastructure, or capital improvement projects.
• Experience supporting large, complex construction management projects.
• Strong knowledge of document control principles, records management, and quality management systems.
• Experience with electronic document management systems.
• Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and Teams.
• Excellent organizational skills with exceptional attention to detail.
• Strong written and verbal communication skills.
• Ability to prioritize multiple assignments while meeting strict deadlines.
• Experience working in a collaborative, fast-paced project environment.

Why Join KEITH?

• Collaborative and growth-focused work environment.
• Opportunity to work on diverse and impactful projects.
• Competitive salary and comprehensive benefits package.
• Professional development and continuing education support

We offer competitive benefits, including:

• 100% PAID Medical, Dental, and Vision
• Employer matched 401K - 100% Vested on Day 1 of contribution!!!
• Paid Parental leave and Life Insurance
• PTO, Holidays, and more!