Document Control Specialist Lead (West)

Requirements

• Lead Program-Level Document Controls
• Direct and manage all document control and records management activities for the capital program across multiple projects, contracts, and stakeholders (owner, PM/CM, designers, contractors, and third parties).
• Establish and maintain standardized document control procedures, workflows, and naming conventions for program-wide use, covering both electronic and physical records.
• Work closely with the owner, program management, construction management, and other functional leads to ensure document controls supports decision-making, reporting, claims/issue resolution, and regulatory/compliance requirements.
• Ensure all contractual, design, construction, and operations handover documentation is properly managed, complete, and auditable throughout the program lifecycle.
• PMIS & Collaboration Platform Management
• Lead configuration, governance, and day-to-day oversight of electronic Program Management Information Systems (PMIS) such as Kahua and/or Procore, including workflows for submittals, RFIs, design reviews, change orders, correspondence, and reports.
• Oversee the organization, permissions, and governance of Microsoft SharePoint and other collaboration repositories used by the program.
• Coordinate with IT and PMIS vendors to implement enhancements, troubleshoot issues, and optimize system performance and usability.
• Team Leadership & Staff Development
• Build, lead, and mentor a team of document control professionals (document controllers, records specialists, and coordinators) across the program.
• Assign responsibilities, monitor performance, and provide training and coaching to ensure consistent application of standards, high quality, and timely processing of documentation.
• Foster a culture of service, accountability, and continuous improvement within the document controls team.
• Process, Compliance & Quality Assurance
• Develop, implement, and monitor document control procedures aligned with contractual requirements, owner standards, industry best practices, and applicable laws and regulations.
• Ensure compliance with records retention policies, information security requirements, and audit standards for all program documentation.
• Perform regular audits and quality checks on document metadata, workflows, and storage structures; develop and implement corrective actions as needed.
• Interface with Program Controls & Reporting
• Collaborate with cost, schedule, risk, and reporting teams to ensure that document control processes support accurate and timely program reporting and analytics.
• Support the generation of dashboards, logs, and status reports (e.g., submittal logs, RFI logs, design review status) from PMIS and SharePoint for internal and client reporting.
• Stakeholder Training & Change Management
• Develop and deliver training to owner staff, contractors, consultants, and internal teams on document control procedures, PMIS usage (Kahua/Procore), and SharePoint best practices.
• Lead change management efforts related to new or updated document control tools and processes, including communication, training, and feedback loops.
• Planning, Budgeting & Strategic Input
• Develop and manage the document controls budget for the program, including staffing, licensing, and system costs, and ensure adherence to approved budgets.
• Provide input to proposals, implementation plans, and program execution strategies from a document control and records management perspective.
• Support claims avoidance and dispute resolution by ensuring robust document traceability and historical records.

Benefits

• Generous Paid Time Off
• Employee Stock Ownership Plan (ESOP)
• 401(k)
• Life Insurance
• Flexible Work Schedules
• Holidays