Life Science Document Control / Admin

AM Technical Solutions, Inc; San Mateo (CA); On-site; USD 90,000 - 130,000; Full time

Job summary

AM Technical Solutions, a leader in high-tech construction, seeks a Document Control Administrator for a life-sciences project in California. You will manage document control systems, ensure accuracy, and coordinate distribution across project stakeholders.

In this role, you’ll maintain registers, support workflows in systems like SharePoint, Procore, and Autodesk Build, and produce auditable records through meticulous document management.

Qualifications

• High school diploma or equivalent; associate or bachelor’s degree preferred.
• 5+ years of document control, project administration, construction administration, or related roles.
• Experience with electronic document management systems.
• Strong proficiency with Microsoft Office, particularly Excel, Outlook, Word, and SharePoint.
• Strong organizational skills and attention to detail; ability to manage multiple workflows and deadlines.

Responsibilities

• Maintain the project document control system and ensure records are organized and up-to-date.
• Receive, review, register, and distribute project documents (drawings, specs, submittals, RFIs, reports).
• Maintain document logs, trackers, and distribution lists.
• Coordinate document review and approval workflows among stakeholders.
• Generate document-control reports and project metrics as required.
• Maintain electronic project files with proper naming conventions and permissions.

Skills

Document control

Project administration

Attention to detail

Multitasking

Communication

Education

Associate or Bachelor’s degree preferred

High school diploma or equivalent

Tools

Microsoft Office

SharePoint

Autodesk Construction Cloud

Autodesk Build

Procore

Aconex

ProjectWise

Job description

Job Description

Job Description

The Document Control Administrator supports document management and information-control activities for a complex life-sciences construction project. This position is responsible for maintaining the accuracy, organization, traceability, security, and timely distribution of project documentation throughout the project lifecycle.

The Document Control Administrator works closely with project management, engineering, design, construction, commissioning, contractors, consultants, vendors, and client stakeholders to ensure that project information is properly received, logged, reviewed, distributed, revised, stored, and archived in accordance with established project procedures and document-control requirements.

Roles And Responsibilities

• Maintain the project document control system and ensure project records are accurately entered, organized, and maintained.
• Receive, review, register, and distribute project documents, including drawings, specifications, submittals, RFIs, transmittals, reports, meeting records, and technical documentation.
• Maintain document registers, logs, trackers, and distribution lists.
• Assign and verify document numbers, titles, revisions, status codes, dates, and other required metadata.
• Monitor document revisions and ensure obsolete or superseded documents are appropriately identified and controlled.
• Coordinate document review and approval workflows among project stakeholders.
• Track document status, outstanding reviews, approvals, comments, and required actions.
• Prepare and process transmittals and maintain an accurate record of document distribution.
• Ensure project teams have access to the current approved versions of controlled documents.
• Maintain electronic project files in accordance with established naming conventions, folder structures, permissions, and document-control procedures.
• Support document-management platforms such as SharePoint, Autodesk Construction Cloud/Autodesk Build, Procore, Aconex, ProjectWise, or other electronic document management systems.
• Assist project personnel and external partners with document-management procedures and system requirements.
• Maintain records of document changes and provide an auditable history of document activity.
• Assist with document quality checks to ensure completeness, consistency, proper formatting, and compliance with project requirements.
• Generate document-control reports, status reports, overdue-document reports, and other project metrics as required.
• Coordinate the collection and organization of project records for commissioning, turnover, and project closeout.
• Support the compilation and maintenance of as-built drawings, O&M documentation, warranties, equipment records, and other closeout documentation.
• Maintain confidentiality and appropriate access controls for project and client information.
• Support audit readiness by ensuring project records are complete, accurate, traceable, and readily retrievable.
• Follow applicable project, company, client, quality, records-management, and document-retention procedures.
• Perform other document-control and project administrative duties as required.

Life-Sciences Project Responsibilities

Because the project operates within a regulated life-sciences environment, the Document Control Administrator may also support documentation requiring heightened levels of control, traceability, and auditability.

Responsibilities May Include

• Maintaining controlled project and quality records.
• Supporting document workflows associated with commissioning, qualification, validation, and turnover activities.
• Maintaining documentation associated with laboratory, manufacturing, facility, utility, and equipment systems.
• Supporting records required for regulatory, quality, or client audits.
• Ensuring revisions, approvals, and document histories are properly documented.
• Coordinating the collection and organization of final project documentation for client turnover.
• Following established records-retention and archival requirements.

Position Requirements

• High school diploma or equivalent; associate or bachelor's degree in business administration, construction management, engineering, information management, or a related field is preferred.
• 5+ years of experience in document control, project administration, construction administration, records management, or a related role.
• Experience working with electronic document management systems.
• Strong proficiency with Microsoft Office, particularly Excel, Outlook, Word, and SharePoint.
• Strong organizational skills and exceptional attention to detail.
• Ability to manage multiple document workflows, deadlines, and priorities simultaneously.
• Ability to maintain accurate records in a fast-paced project environment.
• Strong written and verbal communication skills.
• Ability to work effectively with project managers, engineers, contractors, consultants, vendors, and client representatives.
• Ability to maintain confidentiality and handle controlled project information appropriately.

Preferred Qualifications

• Experience supporting commercial construction, pharmaceutical, biotechnology, laboratory, manufacturing, or other life-sciences projects.
• Experience with Turner Construction or another major general contractor.
• Experience supporting a Gilead or other pharmaceutical/biotechnology client environment.
• Familiarity with Autodesk Construction Cloud/Autodesk Build, Procore, Aconex, ProjectWise, or similar platforms.
• Knowledge of construction documentation, including RFIs, submittals, shop drawings, specifications, drawings, transmittals, change documentation, and closeout records.
• Familiarity with commissioning, qualification, validation, or regulated documentation.
• Understanding of document revision control, records retention, and audit-trail requirements.
• Experience working on large-scale capital projects or complex life-sciences facilities.

Core Competencies

• Document and records management
• Document revision control
• Data accuracy and attention to detail
• Electronic document management systems
• Construction project administration
• Information organization and retrieval
• Workflow and deadline management
• Quality and compliance awareness
• Communication and coordination
• Microsoft Excel and SharePoint
• Problem solving
• Confidentiality and information security

Company Description

AM Technical Solutions (AM), founded in 1994, is a proven and licensed architect, engineering, and construction firm. Our company delivers the entire scope of work for high-tech construction projects on schedule, on budget, and at the level of quality required by customers.

The AM core foundation was built on quality programs that optimized semiconductor facility operations. As the company developed, AM added core competencies on pre-construction, procurement, and construction. Further, through strategic acquisitions, we added design, commissioning, and validation to create a complete end-to-end solution for high-tech construction project delivery.

AMTS AE is a licensed Engineering and Architecture, Business Unit of AM Technical Solutions. At AMTS AE, we focus on providing design and consulting services for advanced technology, government, university, and industrial clients, specializing in research, pilot lines, manufacturing, cleanrooms, and advanced laboratories. We also provide start-up consulting, process improvements, industrial engineering, and high-tech operations support.

For more information, please visit

Company Description

AM Technical Solutions (AM), founded in 1994, is a proven and licensed architect, engineering, and construction firm. Our company delivers the entire scope of work for high-tech construction projects on schedule, on budget, and at the level of quality required by customers.

The AM core foundation was built on quality programs that optimized semiconductor facility operations. As the company developed, AM added core competencies on pre-construction, procurement, and construction. Further, through strategic acquisitions, we added design, commissioning, and validation to create a complete end-to-end solution for high-tech construction project delivery.

AMTS AE is a licensed Engineering and Architecture, Business Unit of AM Technical Solutions. At AMTS AE, we focus on providing design and consulting services for advanced technology, government, university, and industrial clients, specializing in research, pilot lines, manufacturing, cleanrooms, and advanced laboratories. We also provide start-up consulting, process improvements, industrial engineering, and high-tech operations support.

For more information, please visit