Junior Document Controller

Keish Environmentalis looking for a self-motivated enthusiastic individual to join our team as a Junior Document Controller for a hybrid role in Sacramento (expected 3-4 days in office). The position acts as an internal coordination hub assisting with communication routing document tracking tools SharePoint resources dashboards and reporting functions.

Position Summary
Under the direction of the Program Document Control Manager the Junior Document
Controller is responsible for supporting the development management and maintenance ofdocuments and records across the Authority ensuring the ongoing compliance success andintegrity of the Document Control System (DCS). This role supports the Authority by ensuringthe timely accurate and efficient handling of all project documentation and data aligning withquality standards and project-specific procedures. The Junior Document Controller plays acritical role in version control traceability and the integrity of controlled documents throughoutthe project lifecycle. Additionally the incumbent assists in developing and maintaining DCS-relatedpolicies procedures and training materials ensures seamless integration with otherdocument management systems and trains state personnel to use the DCS in alignment withorganizational goals effectively. This position is vital to ensuring document control operationsare consistent efficient and compliant with regulatory and program requirements.

Position Responsibilities
Establish and maintain document control systems and workflows for document
submissions approvals and distribution
Assist with the initial setup and configuration of the DCS including defining project
requirements selecting the appropriate platform designing folder structures and
metadata developing naming conventions configuring automated workflows and
establishing user roles and permissions to ensure a structured secure and efficient
document management environment.
Receive and log incoming documents from contractors consultants and internal teams
into the DCS ensuring all metadata such as title number revision discipline and
originator is accurate and complete
Maintain master copies of all project-related documents maintain version control track
revisions and ensure correct formatting and naming conventions for technical and
project documents
Collaborate with contractors consultants and internal stakeholders to ensure timely
submission and retrieval of required documentation
Ensure compliance with document control standards QA/QC protocols and regulatory
requirements
Archive project documents appropriately and facilitate audits or handovers at project
completion

Develop and maintain the Document Control Management Guide (DCMG) to reflect
current procedures system changes and compliance requirements
Provide training and support to team members on document control processes and toolsto utilize the Document Control System (DCS) successfully
Generate reports on document statuses tracking submittal turnaround times escalating
review bottlenecks and maintaining dashboards or trackers to keep project leadership
informed
Generate reports on document statuses tracking submittal turnaround times escalating
review bottlenecks and maintaining dashboards or trackers to keep project leadership
informed
Assist in the development of standardized policies procedures templates and tools for
consistent document control practices across contracts and offices
Ensure all documents are audit-ready and compliant with project standards by identifyingmissing records unauthorized revisions or approval gaps and flagging any
inconsistencies for corrective action
Assist with document control training activities including onboarding new staff providingongoing user support leading system-specific micro-training reinforcing compliancestandards maintaining training records updating reference materials and continuouslyimproving training based on user feedback and system changes
Assist and ensure compliance with the Authoritys ISO 9001:2015 certification audits
and recertifications
Assist and ensure compliance with contractual legal and regulatory standards (e.g.
ISO 9001 FHWA FTA) and support conducting audits to verify document traceability
and version control
Monitor document retention schedules and support legal holds FOIA/public records
requests and third-party audit responses
Establish and maintain effective working relationships and communications with client
staff project consultants private contractors employees and the public
Perform periodic audits for metadata accuracy overdue reviews or version control
issues

Minimum Qualifications
Bachelors degree in Business Administration Information 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.
Familiarity 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.
Detail-oriented proactive dependable and able to support multiple concurrent workstreams with accuracy and consistency.
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 in a similar role on projects similar in scope and complexity to large scale pubic works projects.

Experience supporting projects involving document management systems or enterprise data solutions.

Knowledge of ISO 9001 document handling and general control procedures for federally funded programs

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 anequal 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.

RECRUITERS & STAFFING AGENCIES - DO NOT CONTACT!

Required Experience:

Manager