Senior Document Controller

Jobtailor; Sacramento (CA); On-site; USD 110,000 - 160,000; Full time

Job summary

Jobtailor in Sacramento, CA seeks a senior Specialist in document control to lead system administration and governance for enterprise document management. You will shape workflows, permissions, and classifications while ensuring regulatory compliance and robust training materials across projects.

Your role includes developing SOPs, process maps, and user guides, plus coordinating with IT, procurement, and compliance teams to optimize performance and adoption.

Qualifications

• Bachelor's degree in related field or equivalent experience.
• Strong organizational, analytical, written and verbal communication skills.
• Experience with document management tools such as SharePoint.
• Proficiency with Microsoft Office; familiarity with Acrobat, Jira and Confluence.
• Experience on complex programs or capital projects in document control.
• Professional certifications in document/records management (CDIA+ or CRM) preferred.
• Familiarity with audit processes and regulatory compliance; visa sponsorship not required.

Responsibilities

• Provide senior-level SME for document control systems, processes, and standards.
• Act as system administrator for the enterprise Document Control System, including configuration, permissions, workflows, and troubleshooting.
• Support system rollout, enhancements, adoption strategies, procurement, deployment, configuration, and optimization.
• Oversee document intake, processing, storage, and archival.
• Ensure compliance with standards, contractual requirements, regulatory obligations, metadata requirements, naming conventions, version control, and classification standards.
• Review document submittals for completeness, accuracy, and compliance.
• Support audit readiness by maintaining complete, traceable, and properly maintained documentation.
• Define system requirements, workflows, user roles, and reporting capabilities.
• Identify system gaps, risks, and improvement opportunities and support enhancements.
• Develop and maintain SOPs, desk manuals, and system user guides.
• Monitor document control performance metrics, workload trends, and compliance indicators.
• Maintain dashboards, trackers, and reporting tools.
• Maintain document control risk logs and issue trackers.
• Prepare summaries, reports, and leadership briefings.
• Serve as primary point of contact for internal staff, consultants, contractors, and external partners.
• Coordinate with project teams, IT, Business Analysts, procurement, and compliance staff.
• Provide user training, onboarding, and ongoing support.
• Support change management and continuous improvement initiatives.
• Support special projects, enterprise initiatives, and strategic priorities.
• Promote accuracy, accountability, and document control best practices.

Skills

Document Control Admin

Workflow Coordination

Data Interpretation

Version Control

Metadata Management

Audit Readiness

Risk Management

Performance Metrics

Training Material Development

SOP Development

Education

Bachelor's degree or equivalent

Tools

SharePoint

Microsoft Office

Adobe Acrobat

Jira

Confluence

Microsoft Visio

Job description

• Provide senior-level subject matter expertise for document control systems, processes, and standards
• Act as system administrator or power user for the enterprise Document Control System, including configuration, permissions, workflows, and troubleshooting
• Support system rollout, enhancements, adoption strategies, procurement, deployment, configuration, and optimization
• Oversee document intake, processing, distribution, storage, and archival
• Ensure compliance with standards, contractual requirements, regulatory obligations, metadata requirements, naming conventions, version control, and classification standards
• Review document submittals for completeness, accuracy, and compliance
• Support audit readiness by maintaining complete, traceable, and properly maintained documentation
• Define system requirements, workflows, user roles, and reporting capabilities
• Identify system gaps, risks, and improvement opportunities and support enhancements
• Develop and maintain process maps, SOPs, desk manuals, and system user guides
• Monitor document control performance metrics, workload trends, and compliance indicators
• Maintain dashboards, trackers, and reporting tools
• Maintain document control risk logs and issue trackers
• Prepare summaries, reports, and leadership briefings
• Serve as primary point of contact for internal staff, consultants, contractors, and external partners
• Coordinate with project teams, IT, Business Analysts, procurement, and compliance staff
• Provide user training, onboarding, and ongoing support
• Support change management and continuous improvement initiatives
• Support special projects, enterprise initiatives, and strategic priorities
• Promote accuracy, accountability, and document control best practices

Requirements

• Bachelor's degree in Business Administration, Information Management, Records 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 while managing multiple priorities
• Proficiency with document management tools such as SharePoint
• Proficiency with Microsoft Office
• Experience with Adobe Acrobat, Jira, Confluence, or similar platforms 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
• Experience on at least two projects similar in scope and complexity is preferred
• Experience supporting or administering an enterprise-wide Document Control System as a system administrator or SME is preferred
• Professional certification in document or records management, such as CDIA+ or CRM, is preferred
• Familiarity with audit processes, regulatory compliance, and document retention requirements
• Must not require work visa sponsorship

Core Competencies

Demonstrates expertise in document control systems, including configuration, compliance, and process optimization. Proficient in developing SOPs, workflows, and training materials while ensuring adherence to regulatory standards and best practices.

Highest-signal resume keywords

• Document Control System Administration
• Process Mapping
• Regulatory Compliance
• Document Management Tools
• SOP Development

ATS Optimization Keywords

Hard Skills

• Document Control
• Workflow Coordination
• Data Interpretation
• Document Retention
• Version Control
• Metadata Management
• Audit Readiness
• Risk Management
• Performance Metrics Monitoring
• Training Material Development

Soft Skills

• Organizational Skills
• Analytical Skills
• Written Communication
• Verbal Communication
• Collaboration

Certifications & Qualifications

• CDIA+
• CRM

Industry Keywords

• Document Control Standards
• Compliance Obligations
• Document Archival
• Change Management
• Continuous Improvement

Tools & Technologies

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