Document Controls Specialist

KEITH; Town of Florida (NY); On-site; USD 65,000 - 95,000; Full time

Benefits offered by this job

100% PAID Medical, Dental, and Vision

Employer matched 401K - 100% Vested on

Paid Parental leave and Life Insurance

PTO, Holidays, and more!

Job summary

KEITH is seeking a Document Controls Specialist to support a major construction management project in Belle Glade, Florida. You will oversee all project doc control, ensure precise maintenance, and coordinate with owners, designers, engineers, and contractors to keep information flowing on schedule.

The role requires EDMS proficiency, attention to detail, and teamwork on large capital projects with a focus on compliance and quality assurance.

Qualifications

• Experience supporting engineering/construction documentation.
• Knowledge of document control principles and records management.
• Experience with large capital projects and EDMS systems.

Responsibilities

• Oversee project documentation including drawings, specs, RFIs, submittals, contracts and reports.
• Administer and maintain the EDMS with version control and distribution.
• Establish document control procedures and ensure compliance.
• Review documents for accuracy and completeness per protocols.
• Coordinate transmittals among owner, design team, and contractors.
• Maintain revision status of drawings and technical records.
• Prepare logs, registers, and metrics for reporting.
• Assist audits, QA reviews, and regulatory activities.
• Coordinate closeout docs, turnover packages, and manuals.
• Mentor junior staff and drive process improvements.

Skills

Document controls

EDMS experience

Quality management

Office software

Attention to detail

multitask

Education

Associate's degree

Bachelor's degree

Construction/Engineering field

Tools

EDMS

Microsoft Office

Teams/Outlook

Job description

Location: Belle Glade, FL

Document Controls Specialist

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!