Senior Document Control Specialist
- Location
- Sacramento, California, United States
- Workplace
- Hybrid
- Compensation
- $80k – $130k
About this role
About the Position
We’re seeking a Senior 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 is the technical lead for document control on a major rail capital program, serving as the subject matter expert for the enterprise document control system and the standards behind it. You’ll keep controlled record sets accurate, traceable, and audit-ready while supporting system rollout, adoption, and continuous improvement across projects and functional groups.
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:
- Serve as the technical subject matter expert for document control systems, processes, and standards, and provide guidance and mentoring to document controllers, program analysts, and project teams.
- Oversee document intake, processing, distribution, storage, and archival for design, construction, right-of-way, and environmental record sets across a rail capital program.
- Review document submittals for completeness, accuracy, metadata, naming convention, version control, and classification compliance before acceptance into the document management system.
- Perform system administration for the enterprise document control platform, including configuration, permissions, workflows, and troubleshooting.
- Support deployment, configuration, and optimization of the enterprise document control system, and participate in defining system requirements, workflows, user roles, and reporting capabilities.
- Evaluate system gaps, risks, and improvement opportunities, and recommend enhancements that improve efficiency and data integrity.
- Develop and maintain process maps, standard operating procedures, desk manuals, and system user guides.
- Maintain document control dashboards, trackers, risk logs, and issue logs, and monitor performance metrics, workload trends, and compliance indicators.
- Support audit readiness by verifying that documentation is complete, traceable, and retained in line with contract and regulatory requirements.
- Coordinate with project teams, IT, business analysts, procurement, and compliance staff, and serve as a point of contact for document control matters with staff, consultants, and contractors.
- Provide training, onboarding, and ongoing user support, and support change management as new tools, workflows, and standards are adopted.
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.
- Composure to hold a documentation standard when the pressure is to move faster.
Minimum Qualifications
- Bachelor’s degree in business administration, information management, records management, or construction management, or related field, or equivalent combination of education and experience.
- 8+ years of document control experience for large (>$500M), complex, heavy-civil infrastructure projects.
- Experience serving as a senior or lead document controller on a capital program, including submittal review, version control, and controlled record maintenance.
- Experience developing standard operating procedures, workflows, process maps, and training materials for document control operations.
- Working knowledge of document control standards, metadata and naming conventions, records retention requirements, and audit and compliance obligations.
- Experience with enterprise electronic document management systems (e.g., SharePoint, Aconex, Unifier, ProjectWise, Adobe Acrobat, 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, records management, or construction management.
- Certified Records Manager (CRM) (Institute of Certified Records Managers), or Certified Document Imaging Architech+ (CDIA+) certification (CompTIA).
- Experience serving as system administrator or subject matter expert for an enterprise-wide document control system rollout across multiple projects or business units.
- Experience supporting document control on a rail or transit capital program exceeding $1B in construction value.
- Experience supporting system implementation, change management, or process improvement initiatives affecting document control users across an organization.
- Experience coordinating document control across multiple concurrent contracts or design packages on a single program.
- Working knowledge of public agency records retention schedules, public records request handling, and audit response.
- Proficiency with Microsoft Power BI, Oracle Cloud Analytics, or other dashboard KPI reporting software.
Compensation Details
Expected Salary: $80k-$130k/year ($38-$63/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.
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