Junior Document Controller

Keish Environmental is 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 of documents and records across the Authority, ensuring the ongoing compliance, success and integrity of the Document Control System (DCS). This role supports the Authority by ensuring the timely, accurate, and efficient handling of all project documentation and data, aligning with quality standards and project-specific procedures. The Junior Document Controller plays a critical role in version control, traceability, and the integrity of controlled documents throughout the project lifecycle. Additionally, the incumbent assists in developing and maintaining DCS-related policies, procedures, and training materials, ensures seamless integration with other document management systems, and trains state personnel to use the DCS in alignment with organizational goals effectively. This position is vital to ensuring document control operations are 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 tools to 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 identifying missing records, unauthorized revisions, or approval gaps, and flagging any
  inconsistencies for corrective action
  • Assist with document control training activities, including onboarding new staff, providing ongoing user support, leading system-specific micro-training, reinforcing compliance standards, maintaining training records, updating reference materials, and continuously improving training based on user feedback and system changes
  • Assist and ensure compliance with the Authority’s 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 an equal 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.

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