Senior Document Controller

Keish Environmental; Sacramento (CA); On-site; USD 90,000 - 130,000; Full time

Job summary

Keish Environmental is seeking a Senior Document Controller to lead document control operations, systems, and standards. You’ll act as a subject matter expert and technical lead, stabilizing current controls while supporting enterprise initiatives and system adoption across projects.

The role requires managing complex workflows, ensuring compliance with metadata, versioning, and regulatory obligations, and coordinating with IT, project teams, and compliance staff.

Qualifications

• Bachelor's degree or equivalent experience in a related field.
• Strong organizational and communication skills.
• Experience with document management tools (SharePoint) and MS Office.
• Experience on complex programs or capital projects.
• Experience developing SOPs, workflows, and training materials.
• Proficient in process mapping tools such as Visio.
• Ability to collaborate with technical teams and consultants.

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.

Skills

Organizational skills

Analytical thinking

Communication (written & verbal)

Workflow coordination

Documentation management

Prioritization

Education

Bachelor's degree or equivalent experience in a related field

Tools

SharePoint

Microsoft Office

Adobe Acrobat

Jira

Confluence

Job description

Position Summary

Under the direction of the Document Control Manager, the Senior Document Controller servesas a subject matter expert and technical lead for document control operations, systems, and standards. The Senior Document Controller plays a critical role in stabilizing current document controloperations while supporting long-term enterprise initiatives, system adoption, and best practicesacross projects and functional units.

Position Responsibilities

• Serve as a senior-level subject matter expert for document control systems, processes, and standards across the organization
• 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 managemultiple 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 programsor 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 withinlarge infrastructure, transportation, or public-sector programs
• Experience supporting or administering an enterprise-wide Document Control System asa 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 requirements
• Familiarity with audit processes, regulatory compliance, and document retention requirements

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.