Document Control Specialist

About the Position

We’re seeking a Document Control Specialist 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. This position supports the document control function on a major rail capital program, keeping the electronic document management system accurate, traceable, and audit-ready as submittals, drawings, and correspondence move through review. You’ll be the person who knows where a record lives, which revision governs, and whether the approval trail holds up under audit.

This is a long-term, full-time, hybrid (3-4 days per week on-site) position based in Sacramento, CA.

Responsibilities may include, but are not limited to, the following:

• Maintain document control systems and workflows for document submissions, approvals, and distribution.
• Support setup and configuration of the electronic document management system, including folder architecture, metadata schemas, naming conventions, automated workflows, and user roles and permissions.
• Receive and log incoming submittals, drawings, and correspondence into the document control system, verifying that metadata including title, number, revision, discipline, and originator is accurate and complete.
• Maintain master copies of controlled documents, track revisions, and verify that formatting and naming conventions conform to program standards.
• Coordinate with contractors, consultants, and program staff so required documentation is submitted on schedule and retrievable when needed.
• Verify compliance with document control standards, QA/QC protocols, and contractual, legal, and regulatory requirements, including ISO 9001:2015, FTA, and FRA.
• Perform periodic audits for metadata accuracy, overdue reviews, unauthorized revisions, and approval gaps, and flag inconsistencies for corrective action.
• Support development and upkeep of the document control management guide so it reflects current procedures, system changes, and compliance requirements.
• Generate reports on document status, track submittal turnaround times, escalate review bottlenecks, and maintain the trackers and dashboards that keep program leadership informed.
• Monitor document retention schedules, archive project records, and support legal holds, public records requests, and third-party audit responses.
• Provide training and user support on document control processes and tools, and maintain training records and reference materials.