Document Control Specialist

About the Positions

Were seeking Document Control Specialists of various skill levels to support large complex heavy civil infrastructure programs including highways roads bridges transit (bus and rail) aviation (international airports) and water/wastewater projects delivered through both traditional and alternative delivery methods. These positions own the integrity of the project record: which revision is current who holds it where it lives and whether it will still stand up when someone pulls it years from now. Lusters quality management system is ISO 9001:2015 certified so controlled document practice on our programs is a standard we are audited against rather than a preference.

This post is for future roles and not for a specific opportunity that is available right now. We accept applications and conduct interviews in advance of upcoming hiring needs. When a candidate is selected their profile is activated in our talent pool for this specialty area. We notify our talent pool candidates first whenever we have a project need.

Responsibilities may include but are not limited to the following:

Note: We are seeking candidates of various skill levels and the following responsibilities represent the core of these roles. Scope and complexity increase with experience level.

• Maintain the controlled document register in the programs electronic document management system so the current approved revision is the only one in circulation.
• Apply the programs numbering naming metadata and revision conventions to incoming and outgoing records including drawings specifications submittals and correspondence so any document can be retrieved years later.
• Control the distribution of controlled documents against the programs distribution matrix and issue transmittals that record who received which revision and when.
• Verify that superseded revisions are withdrawn from circulation and archived and that the record set in the field offices matches the record set in the system.
• Administer user access permissions and confidentiality handling in the document management system including restricted handling of procurement legal and security sensitive records.
• Audit the document register for missing misfiled or unindexed records and correct discrepancies before they surface in an audit or a claim.
• Prepare records for internal and external audits including ISO 9001:2015 quality audits agency reviews and funding reviews and produce the requested evidence within the time the auditor allows.
• Coordinate document flow across program technical staff designers contractors and agency reviewers on assigned packages.
• Train program staff consultants and contractors on the document control procedure and correct misuse of the system before it corrupts the record.
• Report register status to the project management team including revision status overdue transmittals and records outstanding against the procedure.
• Compile and turn over the closeout record set including as-built documentation warranties and archival against the programs retention schedule.

Attributes

• Excellent written and verbal communication and interpersonal skills.
• Excellent multi-tasking and organizational skills.
• Collaborative mindset that fosters teamwork trust and positive relationships.
• Natural curiosity problem-solving abilities and a commitment to continuous improvement.

Minimum Qualifications

• Bachelors degree in construction management project management engineering or information management or related field or equivalent combination of education and experience.
• 5 years of document control experience for large (>$500M) complex heavy-civil infrastructure projects.
• Experience controlling construction and program records through a full revision lifecycle including drawings specifications submittals requests for information and correspondence.
• Working knowledge of ISO-based document control practice including numbering and metadata conventions control of documented information distribution control and records retention.
• Experience with industry standard document management and project / construction management software (e.g. SharePoint Oracle Aconex e-Builder Unifier Kahua etc.).
• Proficiency with Microsoft Office Suite/Office 365 (e.g. Outlook Teams Word PowerPoint etc.).

Preferred Qualifications

• Masters degree in construction management project management engineering or information management.
• Active professional certifications such as CRM (ICRM) IGP (ARMA) and/or CDT (CSI).
• Experience serving as the lead document control resource for the owner on a program exceeding $1B in construction value.
• Experience standing up a document control function at the start of a program including the numbering convention metadata schema workflow configuration and the written document control procedure.
• Experience supporting external quality audits under ISO 9001:2015 and producing objective evidence on request.
• Experience controlling records across multiple concurrent contracts or work packages on the same program including highway bridge transit airport and water and wastewater work.
• Proficiency with Microsoft Power BI Oracle Cloud Analytics or other dashboard KPI reporting software.

Compensation Details

Expected Salary: $80k-$140k/year ($38-$67/hour). Luster provides the salary range that the company in good faith believes it might offer for this position based on the successful candidates level and years of experience knowledge skills abilities education certifications licenses geographic location etc. Luster reserves the right to ultimately pay more or less than the posted range depending on circumstances not related to any status protected by local state and/or federal law.

Just LOOK at the Benefits We Offer!

• Unlimited flexible time off
• Paid holidays
• Paid parental leave
• Health dental and vision insurance
• Flexible spending accounts (healthcare and dependent or elder care)
• Long-term disability insurance
• Short-term disability insurance
• Life insurance and accidental death and dismemberment
• 401(k) plan with guaranteed employer contribution
• Formal career planning and development program
• $2500 annually toward professional development
• Wellness program with monthly wellness stipend
• Company cell phone or cell phone plan reimbursement
• Free personalized meal planning and nutrition support with a registered dietitian
• Free personal financial planning services
• Employee assistance program
• Employee discounts
• Employee referral bonus

Specific plan details and coverage for each benefit noted above will be provided upon offer.