Junior Document Controller

Jobtailor; Sacramento (CA); On-site; USD 70,000 - 95,000; Full time

Job summary

Jobtailor in Sacramento, CA is seeking a skilled Document Control Specialist to establish and maintain document control systems, ensuring accurate metadata, revision tracking, and regulatory compliance across large-scale public works projects.

You will configure the document control platform, manage workflows, train users, and generate dashboards to monitor submittal turnaround times, in a role requiring collaboration with contractors and internal teams.

Qualifications

• Bachelor’s degree or equivalent experience; strong organizational and communication skills.
• Proven ability to manage document workflows and metadata.
• Experience with SharePoint and Microsoft Office required.
• Familiarity with ISO 9001:2015 standards preferred.
• Detail-oriented, proactive, and capable of managing multiple concurrent workstreams.

Responsibilities

• Establish and maintain document control systems and workflows for submissions, approvals, and distribution.
• Assist with setup and configuration of the Document Control System, including metadata and permissions.
• Receive, log, and verify metadata for incoming documents from contractors and internal teams.
• Maintain version control, master copies, and naming conventions across projects.
• Collaborate with stakeholders to ensure timely submission and retrieval of documentation.
• Ensure compliance with ISO 9001, QA/QC and regulatory requirements.
• Archive documents and support audits or handovers at project completion.
• Provide training and user support on document control processes.
• Generate status reports and dashboards to monitor submittal turnaround times.
• Support policy/templates/tools development and corrective actions for data quality gaps.
• Assist with ISO 9001 certification activities and regulatory responses.
• Monitor retention schedules and respond to FOIA/public records requests.
• Maintain relationships with client staff, consultants, contractors, and the public.
• Perform periodic audits for metadata accuracy and version control.

Skills

Organizational skills

Analytical skills

Written communication

Verbal communication

Detail-oriented

Workflow coordination

Education

Bachelor’s degree in Business Administration, Information Management, Public Administration, or related field; or equivalent experience

Tools

SharePoint

Microsoft Office

Adobe Acrobat

Jira

Confluence

Microsoft Visio

Job description

• Establish and maintain document control systems and workflows for document submissions, approvals, and distribution
• Assist with setup and configuration of the Document Control System, including project requirements, platform selection, folder structures, metadata, naming conventions, automated workflows, user roles, and permissions
• Receive and log incoming documents from contractors, consultants, and internal teams, ensuring accurate and complete metadata
• Maintain master copies, version control, revision tracking, formatting, and naming conventions for project documents
• Collaborate with contractors, consultants, and internal stakeholders to ensure timely submission and retrieval of documentation
• Ensure compliance with document control standards, QA/QC protocols, and regulatory requirements
• Archive project documents and facilitate audits or handovers at project completion
• Develop and maintain the Document Control Management Guide
• Provide training and user support on document control processes and tools
• Generate status reports, track submittal turnaround times, elevate review bottlenecks, and maintain dashboards or trackers
• Assist in developing standardized policies, procedures, templates, and tools
• Identify missing records, unauthorized revisions, approval gaps, and inconsistencies for corrective action
• Support onboarding, micro-training, user support, training records, and reference material updates
• Assist with ISO 9001:2015 certification, audits, and recertifications
• Support compliance with contractual, legal, and regulatory standards including ISO 9001, FHWA, and FTA
• Monitor document retention schedules and support legal holds, FOIA/public records requests, and third-party audit responses
• Maintain working relationships with client staff, consultants, contractors, employees, and the public
• Perform periodic audits for metadata accuracy, overdue reviews, and version control issues

Requirements

• Bachelor’s degree in Business Administration, Information Management, Public Administration, or related field; or equivalent experience
• Strong organizational, analytical, written, and verbal communication skills
• Ability to support workflow coordination, documentation management, and data interpretation
• Familiarity with document management tools such as SharePoint
• Proficiency with Microsoft Office
• Experience with Adobe Acrobat, Jira, Confluence, or similar is desirable
• Detail-oriented, proactive, dependable, and able to support multiple concurrent workstreams accurately and consistently
• Proficiency in process mapping tools such as Microsoft Visio or equivalent
• Ability to work collaboratively with technical teams, business users, and consultants
• Experience in a similar role on projects similar in scope and complexity to large-scale public works projects is preferred
• Experience supporting projects involving document management systems or enterprise data solutions is preferred
• Knowledge of ISO 9001 document handling and general control procedures for federally funded programs
• Must not require work visa sponsorship

Core Competencies

Demonstrates expertise in document control systems, including setup, configuration, and compliance with ISO 9001 standards. Proficient in managing documentation workflows, ensuring accuracy, and providing user support across multiple projects.

Highest-signal resume keywords

• Document Control System Setup
• ISO 9001:2015 Compliance
• Metadata Management
• Document Management Tools Proficiency
• Workflow Coordination

ATS Optimization Keywords

Hard Skills

• Document Control
• Version Control
• Process Mapping
• Data Interpretation
• Document Formatting

Soft Skills

• Organizational Skills
• Analytical Skills
• Written Communication
• Verbal Communication
• Detail-Oriented

Certifications & Qualifications

• ISO 9001:2015 Certification

Industry Keywords

• Document Control Standards
• QA/QC Protocols
• Regulatory Compliance
• Public Works Projects
• Document Retention Schedules

Tools & Technologies

• SharePoint
• Microsoft Office
• Adobe Acrobat
• Jira
• Confluence
• Microsoft Visio