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.

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.
• Willingness to hold a documentation standard when the person submitting outranks you.

Minimum Qualifications

• Bachelor’s degree in business administration, information management, construction management, or engineering, or related field, or equivalent combination of education and experience.
• 3+ years of document control experience for large (>$500M), complex, heavy-civil infrastructure projects.
• Experience administering an electronic document management system as the system of record, including metadata, revision control, and controlled workflows.
• Experience logging, tracking, and reporting on submittals, requests for information, and program correspondence through review and closure.
• Working knowledge of records retention, document traceability, and audit readiness under a quality management system.
• Experience with industry standard electronic document management platforms (e.g., Aconex, Unifier, Kahua, ProjectWise, SharePoint, etc.).
• Proficiency with Microsoft Office Suite/Office 365 (e.g., Outlook, Teams, Word, PowerPoint, etc.).

Preferred Qualifications

• Master’s degree in business administration, information management, construction management, or engineering.
• Certified Records Manager (CRM) certification (Institute of Certified Records Managers) or Information Governance Professional (IGP) certification (ARMA International).
• Experience supporting document control on a capital program exceeding $1B in construction value.
• Experience supporting document control from an owner’s representative, program management, or construction management position.
• Experience supporting ISO 9001:2015 internal audits, external audits, or recertification, including evidence gathering and corrective action tracking.
• Experience supporting public records requests, legal holds, or third-party audit responses on a publicly funded program.
• Experience configuring or migrating an electronic document management system, including folder architecture, metadata schemas, and permission structures.
• Proficiency with Microsoft Power BI, Oracle Cloud Analytics, or other dashboard KPI reporting software.

Compensation Details

Expected Salary: $68k-$117k/year ($33-$56/hour). Luster provides the salary range that the company in good faith believes it might offer for this position based on the successful candidate’s 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
• $2,500 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. #IN-LNJS

If you wish to be considered for a position where there is not an active job posted, please search for our 'General Application' and apply. 

Luster is committed to creating an inclusive work environment with a diverse workforce. All qualified applicants will receive consideration for employment without regard to criminal history, race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. This employer participates in E-Verify. The employer will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS) with information from each new employee's I-9 to confirm work authorization.

All positions may be subject to a background check and drug test once a conditional offer of employment is made for any convictions directly related to its duties and responsibilities, in accordance with all applicable local, state, and/or federal regulations.

This job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

Luster does not accept unsolicited resumes from any third-party. In the absence of a signed agreement, Luster will not consider or agree to payment of any kind. Any unsolicited resumes presented to Luster personnel, including those submitted to Luster hiring managers, are deemed to be the property of Luster. 

Please email [email protected] for accommodations necessary to complete the application process.