Document Control Specialist

Job Description

Purpose

The Document Controller will provide dedicated document control and governance support to ensure all project documentation within the client portfolio is accurate, traceable, compliant with governance standards, and readily accessible to stakeholders. This role serves as the single point of contact for managing, distributing, and archiving critical project documentation.

Key Responsibilities

Establish and maintain an electronic document management system using SharePoint and / or approved platforms (Procore, Aconex, ProjectWise, BIM 360).

Ensure accurate logging, version control, and metadata tagging for all project documentation (submittals, RFIs, transmittals, correspondence, contract deliverables).

Manage distribution matrices and ensure controlled release of documents to authorized personnel.

Track, report, and follow up on document reviews, approvals, and overdue submissions.

Maintain as-built and record documentation repositories for commissioning, turnover, and closeout.

Support audit readiness by ensuring full traceability of revisions, approvals, and transmittals.

Collaborate with project management, cost controls, engineering, safety, and construction teams to ensure documentation reflects current project status.

Prepare and submit turnover documentation and handover binders per client requirements.

Identify and implement process improvements to streamline workflows and automate recurring tasks.

Deliverables

Weekly updated Document Control Log (submittals, RFIs, transmittals).

Monthly Audit Readiness Report showing compliance and overdue metrics.

Complete Turnover Documentation Packages for each project phase.

Quarterly Process Improvement Summary with workflow optimization recommendations.

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity / affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and / or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy :

Skills and Requirements

Education : Associate or Bachelor's degree in Construction Management, Engineering, or Business Administration (or equivalent experience).

Experience : 5-10 years in document control for large-scale construction, industrial, or data center projects.

Technical Skills :

Proficiency in SharePoint, Procore, Aconex, or similar EDMS platforms.

Strong understanding of file versioning, metadata structures, and approval workflows.

Ability to generate compliance reports, logs, and dashboards. Records Management Certification (ARMA or similar) or Procore / Aconex Document Control Certification.

Experience with data center projects is highly favorable.

Familiarity with construction workflows and governance standards.