Senior Document Controller

Keish Inc.; Sacramento (CA); Hybrid; USD 95,000 - 130,000; Full time

Job summary

Keish Environmental in Sacramento, CA seeks a Senior Document Controller for a hybrid role (3-4 days in office). You will oversee enterprise document control, ensure regulatory compliance, and contribute to the implementation and continuous improvement of the Document Control System.

The ideal candidate has a bachelor’s degree in related field, strong organizational and communication skills, and experience with SharePoint, ERP or DMS tools.

Qualifications

• Bachelor's degree or equivalent experience.
• Strong organizational, analytical, and written/verbal communication skills.
• Experience supporting workflow coordination and data interpretation with multiple priorities.
• Proficiency with document management tools (e.g., SharePoint) and MS Office.
• Experience with Adobe Acrobat, Jira, Confluence or similar is desirable.
• Experience performing document control on complex projects or programs.

Responsibilities

• Act as SME for document control systems, processes, and standards.
• Administer enterprise Document Control System, including configuration and workflows.
• Support system rollout, enhancements, and adoption strategies.
• Oversee document intake, processing, storage, and archival for compliance.
• Ensure adherence to procedures, metadata, naming conventions, and version control.
• Review submittals for completeness and compliance.
• Support audit readiness with traceability and proper maintenance.
• Coordinate with project teams and IT for system needs.
• Provide training and ongoing user support for document control tools.
• Contribute to continuous improvement of controls and data integrity.
• Prepare leadership summaries and reporting on performance and adoption.

Skills

Document control

Workflow coordination

Regulatory compliance

Data interpretation

Leadership

Education

Bachelor's degree in Business Administration / Information Management

Tools

SharePoint

Microsoft Office

Adobe Acrobat

Jira

Confluence

Job description

Position Summary

Keish Environmental is looking for a self-motivated, enthusiastic individual to join our team as a Senior Document Controller for a hybrid role in Sacramento (expected 3-4 days in office). The position provides advanced oversight of document management processes, ensures compliance with regulatory requirements, and supports the implementation, administration, and continuous improvement of the enterprise-wide Document Control System.

Position Responsibilities

• Serve as a senior-level subject matter expert for document control systems, processes, and standards across the organization
• Act as a system administrator or power user for the enterprise Document Control System, supporting configuration, permissions, workflows, and troubleshooting
• Support enterprise document control initiatives, including system rollout, enhancements, and adoption strategies
• Oversee document intake, processing, distribution, storage, and archival activities to ensure compliance with standards, contractual requirements, and regulatory obligations
• Ensure adherence to document control procedures, metadata requirements, naming conventions, version control, and classification standards
• Review document submittals for completeness, accuracy, and compliance prior to acceptance into document management systems
• Support audit readiness efforts by ensuring documentation is complete, traceable, and properly maintained
• Support the procurement, deployment, configuration, and optimization of the enterprise-wide Document Control System
• Participate in defining system requirements, workflows, user roles, and reporting capabilities
• Identify system gaps, risks, and improvement opportunities; recommend and support enhancements to improve efficiency and data integrity
• Develop and maintain process maps, SOPs, desk manuals, and system user guides
• Monitor document control performance metrics, workload trends, and compliance indicators
• Maintain document control dashboards, trackers, and reporting tools to provide visibility into system health and operational performance
• Support risk identification and mitigation by maintaining document control risk logs and issue trackers
• Prepare summaries, reports, and briefings for leadership related to document control performance and system adoption
• Serve as a primary point of contact for document control matters with internal staff, consultants, contractors, and external partners
• Coordinate closely with project teams, IT, Business Analysts, procurement, and compliance staff to support document control needs
• Provide training, onboarding, and ongoing support to users of document control systems
• Support change management efforts related to new tools, workflows, and standards
• Contribute to continuous improvement initiatives to enhance document control efficiency, clarity, and consistency
• Support special projects, enterprise initiatives, and strategic priorities as assigned
• Promote a culture of accuracy, accountability, and best practices in document control

Minimum Qualifications

• Bachelors degree in Business Administration, Information Management, Records Management, Public Administration, or related field; or equivalent experience.
• Strong organizational, analytical, and written and verbal communication skills; ability to support workflow coordination, documentation management, and data interpretation with the ability to manage multiple priorities.
• Proficiency with document management tools (e.g., SharePoint); proficiency with Microsoft Office; and experience with additional platforms such as Adobe Acrobat, Jira, Confluence or similar is desirable.
• Demonstrated experience performing document control functions on complex programs or capital projects
• Experience developing SOPs, workflows, process maps, and training materials
• Proficiency in process mapping tools such as Microsoft Visio or equivalent.
• Ability to work collaboratively with technical teams, business users, and consultants.

Preferred Qualifications/ Certifications/ Licensures

• Experience on at least two (2) projects similar in scope and complexity, preferably within large infrastructure, transportation, or public-sector programs
• Experience supporting or administering an enterprise-wide Document Control System as a system administrator or SME
• Professional certification in document or records management (e.g., CDIA+, CRM) or equivalent
• Familiarity with audit processes, regulatory compliance, and document retention

Company Information

Keish Environmental is a small, woman-owned business specializing in construction/program management, stormwater, and environmental compliance services. We are headquartered in San Jose, CA, with additional offices in Oakland and Los Angeles, CA. Our practical approach and strong regulatory relationships ensure smooth project delivery, on budget and on schedule.

Keish Environmental is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Keish Environmental does not sponsor work visas. If you require visa sponsorship, please do not apply.