Employment Type: Full-time, Salary
Reports To: Quality Documents Manager
Job Summary
The Document Control Specialist is responsible for supporting and administering project-wide document control, records management, document processing, distribution, tracking, retention, and maintenance activities throughout the project lifecycle. This position helps ensure project records are managed in accordance with company procedures, client requirements, contractual requirements, regulatory requirements, quality standards, and records retention policies.
The Document Control Specialist supports engineering, procurement, construction, manufacturing, quality, and project management teams by maintaining accurate document control systems and ensuring project records remain complete, accessible, traceable, properly controlled, and appropriately archived. Responsibilities may range from routine document processing and records administration to more complex document management, compliance, configuration management, and project turnover activities based on experience and qualifications.
Key Responsibilities
Document Processing & Records Management
- Receive, log, scan, distribute, file, and maintain incoming and outgoing project documentation.
- Maintain document registers, logs, tracking systems, and document status reports.
- Process engineering drawings, specifications, procedures, reports, transmittals, submittals, correspondence, and other project documentation.
- Ensure documents are correctly numbered, filed, indexed, revision controlled, and traceable.
- Verify documentation is complete and meets established requirements prior to processing and distribution.
- Maintain project document repositories and electronic document management systems (EDMS).
- Support document workflow activities involving multiple project stakeholders and organizations.
- Monitor document status, review cycles, outstanding actions, and overdue documentation.
- Assist with project closeout, records reconciliation, turnover, and archival activities.
Engineering and Construction Support
- Support distribution and control of engineering documents, drawings, specifications, calculations, procedures, and technical reports.
- Maintain current revision status for project drawings and technical documentation.
- Support management of Request for Information (RFI) logs, submittal records, and related project documentation.
- Support engineering and construction teams with document status reporting and document retrieval.
- Ensure superseded documents are properly identified, removed from active use, archived, and controlled.
- Support document revision and design change activities to maintain document traceability.
- Assist with configuration management and technical baseline documentation as required.
- Coordinate document control activities with engineering, construction, project management, and other project organizations.
Quality Records & Regulatory Compliance
- Maintain quality records in accordance with project procedures and applicable requirements.
- Support records management activities associated with quality assurance programs and regulated projects.
- Review records for completeness, required approvals, signatures, traceability, and retention requirements.
- Support compliance with contractual, regulatory, legal, customer-specific, and quality program requirements.
- Support records identification, classification, storage, retrieval, retention, and disposition activities.
- Maintain project records archives and turnover repositories.
- Support document retrieval and records preparation for internal and external audits, inspections, and regulatory reviews.
- Assist with identifying document control or records management deficiencies and implementing corrective actions as appropriate.
Vendor and Procurement Records Management
- Support vendor and supplier document control activities.
- Track supplier documentation requirements and outstanding deliverables.
- Process and maintain procurement records, certifications, inspection reports, testing documentation, manufacturing records, and other vendor documentation.
- Coordinate collection, review, tracking, and filing of vendor documentation.
- Support preparation and assembly of vendor data and final turnover packages.
- Collaborate with procurement, engineering, quality, and project personnel to maintain complete and auditable records.
Project Closeout and Turnover
- Support development and execution of project document turnover strategies and requirements.
- Coordinate preparation of turnover packages, final records packages, and permanent project records.
- Perform document and records reconciliations to support project closeout.
- Verify turnover records meet contractual, quality, and project requirements.
- Support owner acceptance and final records transfer activities.
- Ensure applicable long-term records retention requirements are maintained.
Administrative Support
- Prepare routine and project-specific reports, metrics, and document status updates.
- Support project meetings by maintaining records, documentation, and action items as assigned.
- Assist project teams with locating, retrieving, and distributing project records.
- Coordinate document transmittals and communication between project stakeholders.
- Maintain organized and accurate electronic and physical records.
- Assist with implementation and improvement of document control processes, procedures, and workflows.
- Perform other document management and administrative duties as assigned.
Leadership Responsibilities
- Provide guidance and support to other document control personnel as assigned.
- Assist with training project personnel on document control procedures and records management requirements.
- Support development and implementation of standardized document control processes and best practices.
- Assist management with workload coordination and document control priorities as needed.
- Share knowledge of document control principles, systems, and project requirements with less experienced personnel.
- Support implementation of improved document management processes, systems, and technologies.
- Facilitate effective coordination between engineering, procurement, quality, construction, manufacturing, and project management organizations.
Required Qualifications / Experience
Education
- High School Diploma or GED.
Experience
- Experience in document control, records management, administrative support, project controls, engineering support, construction administration, quality systems, or a related field. Relevant experience may range from entry-level to progressively responsible experience depending on position level and assigned responsibilities.
Preferred Qualifications / Experience
Education
- Experience in document control, records management, administrative support, project controls, engineering support, construction administration, quality systems, or a related field. Relevant experience may range from entry-level to progressively responsible experience depending on position level and assigned responsibilities.
Experience
- Experience working in construction, engineering, manufacturing, industrial, utility, energy, nuclear, federal, or other technical or regulated environments.
- Experience supporting large-scale EPC, industrial, manufacturing, nuclear, utility, federal, or Department of Energy projects.
- Experience with electronic document management systems.
- Experience with document control, records management, project controls, quality systems, or configuration management.
- Experience supporting project closeout, records turnover, audits, or regulatory assessments.
- Experience coordinating document management activities across multiple departments, contractors, vendors, or project stakeholders.
- Experience providing guidance, training, or mentoring to other document control personnel.
Preferred Qualifications
- Experience with OpenText, Teamcenter, Meridian, Aconex, Autodesk Construction Cloud, SharePoint, Procore, or similar EDMS platforms.
- Familiarity with NQA-1, ASME NQA-1 Quality Assurance Requirements, DOE quality programs, ISO 9001, and regulated-industry records requirements.
- Experience supporting configuration management programs.
- Experience supporting records turnover efforts for major capital projects.
- Professional certifications in records management, information governance, quality systems, or project controls.
- Experience supporting nuclear, uranium enrichment, government, or defense-related projects.
Knowledge, Skills, Abilities
- Understanding of document control principles, records management practices, and document lifecycle management.
- Understanding of engineering, procurement, construction, manufacturing, quality, and project turnover documentation requirements.
- Familiarity with document numbering, revision control, metadata, indexing, document tracking, and traceability requirements.
- Understanding of document retention and regulatory or contractual compliance requirements.
- Familiarity with configuration management principles and design change control processes.
- Strong attention to detail and organizational skills.
- Ability to manage multiple tasks, priorities, and document workflows while maintaining accuracy.
- Ability to manage large volumes of documentation and maintain organized records
- Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
- Ability to learn and effectively utilize electronic document management systems.
- Strong analytical and problem-solving skills.
- Ability to maintain confidentiality and handle sensitive information appropriately.
- Effective written and verbal communication skills.
- Ability to follow established procedures and work instructions.Ability to work independently and collaboratively within project teams.
- Strong customer service, interpersonal, and collaboration skills.Ability to communicate document status, requirements, and issues to project personnel and stakeholders.
- Ability to support process improvements and adapt to changing project requirements.
Working Conditions
- Office-based environment with regular interaction across project departments.
- Periodic travel between project sites, manufacturing facilities, and records storage locations.
- Regular coordination with client representatives, auditors, vendors, contractors, and project leadership.
- Occasional overtime may be required to support audits, turnover milestones, major document releases, and project deadlines.
Physical Requirements
- Ability to sit for extended periods while utilizing computer systems and document management tools.
- Ability to occasionally lift and move records boxes weighing up to 30 pounds.
- Ability to conduct periodic field, office, manufacturing, and records storage inspections.
Benefits of Employment
- Paid Time Off
- 401k match program
- Healthcare Insurance
- Enrollment into Employee Stock Ownership Program after 1 year of employment
Why Join Us
At Geiger Brothers, you’re not just an employee — you’re an owner. As an employee-owned company with over 100 years of self-performing experience, we’ve built a culture where your hard work directly builds your future, not just ours.
We’re a fast-growing, best-in-class construction partner trusted to deliver integrated solutions across construction, service, fabrication, and engineering. That means our people get to work on projects of real scale and complexity — from nuclear facilities to hospitals to power plants — without being boxed into one narrow specialty. If you want to grow your skills across diverse markets like Nuclear, Education, Infrastructure, Manufacturing, Healthcare, Power, Commercial, and Maintenance, you’ll find no shortage of opportunity here.
Join a team of hard workers building our future supported by a company with a century of craftsmanship behind it.
Equal Employment Opportunity
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, or protected veteran status and will not be discriminated against on the basis of disability.
Drug-Free Workplace
Geiger Brothers is a drug free workplace. Our employees are subject to pre-employment, random, and post-accident drug screenings.