Document Controls Specialist

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

Benefits offered by this job

Paid medical

401K

Parental leave

PTO

Job summary

KEITH is seeking an experienced Document Controls Specialist to support a major construction management project in Belle Glade, Florida. This role oversees document control processes to ensure accurate maintenance, distribution, and archiving of engineering, construction, and contractual documentation across the project lifecycle.

The ideal candidate will be highly organized, detail-oriented, and experienced on large capital construction projects, collaborating with project managers, engineers,

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.

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.

Skills

Organizational skills

Attention to detail

Communication skills

Multitasking

Team collaboration

Education

Associate's or Bachelor's degree

Tools

EDMS

Microsoft Office

Microsoft Excel

Microsoft Word/Teams

Job description

Location: Belle Glade, FL

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.

• 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.

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.

• 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!