Capital Construction Program Support

We are seeking two Senior Document Controllers to serve as technical leads and subject matter experts for a major capital construction program in Sacramento, California. These roles will oversee document control operations, support enterprise systems, guide project teams, and help maintain compliance and audit readiness.

About the Company

For over 30 years, our client has been an industry leader providing Project Management Solutions on Capital Construction Projects. Focusing on the Utilities, Oil, Gas, Water and other Large Construction Projects, their Project Controls Professionals have worked on some of the largest Capital Construction Projects throughout the US.

They are Certified as a Federal Service Disabled, Veteran Owned Small Business (SDVOSB) and State of California Small Business and Disabled Veteran Business Enterprise (SB/DVBE).

Position Summary

The Senior Document Controller serves as a subject matter expert and technical lead for document control operations and systems, supporting both current project needs and enterprise-wide document control initiatives. This role ensures compliance with document control standards, oversees document management processes, supports system administration and adoption, and provides guidance to project teams and stakeholders. The position plays a key role in maintaining document integrity, audit readiness, and continuous improvement across complex programs.

Key Responsibilities

·   Serve as the senior subject matter expert for document control systems, processes, standards, and best practices across the organization.

·   Provide guidance, mentoring, and technical support to Document Controllers, Program Analysts, and multidisciplinary project teams.

·   Act as a system administrator or power user for the enterprise DCS, supporting configuration, permissions, workflows, troubleshooting, and user adoption.

·   Support enterprise document control initiatives, including system procurement, rollout, deployment, enhancements, optimization, and adoption strategies.

·   Oversee document intake, processing, review, distribution, storage, retention, and archival activities to ensure compliance with internal standards, contracts, and regulatory obligations.

·   Ensure consistent use of document control procedures, metadata requirements, naming conventions, version-control practices, and classification standards.

·   Review document submittals for completeness, accuracy, and compliance before acceptance into document management systems.

·   Maintain audit readiness by ensuring records are complete, traceable, current, and properly retained.

·   Help define DCS requirements, workflows, user roles, permissions, reporting capabilities, and governance standards.

·   Identify system gaps, operational risks, and process improvement opportunities; recommend and support enhancements that improve efficiency and data integrity.

·   Develop and maintain process maps, standard operating procedures, desk manuals, system guides, and other document control resources.

·   Monitor performance metrics, workload trends, compliance indicators, and system health through dashboards, trackers, and reporting tools.

·   Maintain document control risk logs and issue trackers, and support mitigation planning and follow-through.

·   Prepare concise reports, summaries, and leadership briefings related to document control performance, risks, and system adoption.

·   Serve as a primary contact for document control matters involving internal staff, consultants, contractors, and external partners.

·   Partner with project teams, IT, Business Analysts, procurement, and compliance staff to address document control and system needs.

·   Provide user training, onboarding, ongoing technical support, and change-management assistance for new tools, workflows, and standards.

·   Lead and contribute to continuous-improvement efforts that strengthen document control efficiency, clarity, consistency, accuracy, and accountability.

·   Support special projects, enterprise initiatives, and strategic priorities as assigned.

Minimum Qualifications

·   Bachelor's degree plus 8 years of relevant experience, or a demonstrated equivalent combination of education and experience.

Preferred Qualifications

·   Experience supporting or administering an enterprise-wide Document Control System as a system administrator, power user, or subject matter expert.

·   Experience on at least two projects of similar scope and complexity, preferably within large infrastructure, transportation, or public-sector programs.

·   Demonstrated experience performing document control functions on complex programs or capital projects.

·   Strong knowledge of document management systems, document control standards, and compliance requirements.

·   Proficiency with Microsoft Office, SharePoint, Adobe Acrobat, and enterprise document management platforms.

·   Strong organizational, analytical, and communication skills, with the ability to manage multiple priorities.

·   Experience developing standard operating procedures, workflows, process maps, system guides, and training materials.

·   Ability to work independently and collaborate effectively with multidisciplinary teams.

·   Professional certification in document or records management, such as CDIA+ or CRM, or an equivalent credential.

·   Familiarity with audit processes, regulatory compliance, and document-retention requirements.

·   Experience supporting system implementation, change management, or enterprise process-improvement initiatives.

Disclaimer

This job description provides only a summary of the typical functions associated with this role and is not intended to represent an exhaustive or comprehensive list of all responsibilities, tasks, or duties. The actual responsibilities, tasks, and duties assigned may differ from those outlined, and additional duties may be assigned. Duties, responsibilities, and activities may change at any time, with or without notice. SmartHire is not legally responsible for any changes to the jobholder's responsibilities or activities implemented by our clients that differ from those described herein.

SmartHire is posting this position on behalf of our client, and the salary range provided is determined by the client. Actual compensation offered will depend on various factors determined by the hiring company, including candidate qualifications, experience, skills, geographic location, and internal equity considerations. SmartHire is not legally responsible for any changes in salary, benefits, or bonuses made by our clients.