Senior Document Controller

Location: Sacramento, CA
Work Type: Hybrid

Salary range $70,000 - $105,000

About the Organization

For over 30 years, our client has delivered project management, project controls, and technology project management solutions for major capital projects across transportation, utilities, oil & gas, and water throughout the U.S. The firm is certified as a Federal Service-Disabled Veteran-Owned Small Business (SDVOSB) and a State of California SB/DVBE.

Position Summary

The Senior Document Controller serves as a senior subject matter expert and technical lead for document control operations, systems, and standards. This position provides advanced oversight of document management processes, ensures compliance with applicable requirements, and supports the implementation, administration, and continuous improvement of the enterprise-wide Document Control System.

The Senior Document Controller plays a key role in stabilizing current document control operations while supporting long-term enterprise initiatives, system adoption, and best practices across projects and functional teams.

Responsibilities

• Serve as a senior-level SME for document control systems, processes, and standards across the organization.

• Provide mentoring and technical guidance to Document Controllers, Program Analysts, and project teams.

• Act as a system administrator or power user for the enterprise document management system, including configuration, permissions, workflows, and troubleshooting.

• Support enterprise initiatives such as system rollouts, enhancements, and adoption strategies.

• Oversee document intake, processing, distribution, storage, and archival to ensure compliance with standards, contractual requirements, and regulations.

• Ensure adherence to document control procedures, metadata standards, naming conventions, version control, and classification rules.

• Review submittals for completeness, accuracy, and compliance before system acceptance.

• Support audit readiness by ensuring documentation is complete, traceable, and properly maintained.

• Assist with defining system requirements, workflows, user roles, and reporting capabilities.

• Identify gaps and recommend improvements to optimize efficiency and data integrity.

• Develop and maintain process maps, SOPs, desk manuals, and user guides.

• Monitor document control metrics, workload trends, and compliance indicators.

• Maintain dashboards, trackers, and reports to provide visibility into document control performance.

• Maintain document control risk logs and issue trackers to support risk mitigation.

• Prepare reports and summaries for leadership on system performance and adoption.

• Serve as a key liaison for document control matters across internal teams, consultants, contractors, and partners.

• Coordinate closely with IT, Business Analysts, Procurement, and Compliance functions.

• Provide onboarding, training, and user support for document control systems.

• Support change management initiatives for new tools, workflows, and standards.

• Contribute to continuous improvement and special projects that enhance document control efficiency and consistency.

• Promote a culture of accountability, accuracy, and best practices across the document control team.

Minimum Qualifications

• Bachelor’s degree in Business Administration, Information Management, Records Management, Public Administration, or related field; or equivalent professional experience.

• Demonstrated experience performing document control functions for complex capital projects or enterprise programs.

• Strong knowledge of document management systems, standards, and compliance practices.

• Proficiency in Microsoft Office, SharePoint, Adobe Acrobat, and enterprise document management platforms.

• Strong organizational, analytical, and communication skills.

• Experience developing SOPs, workflows, and training materials.

• Ability to work independently and collaboratively within cross-functional teams.

Preferred Qualifications

• Experience serving as a system administrator or subject matter expert for an enterprise document management system.

• Experience on large infrastructure, transportation, or public-sector programs.

• Professional certification in document or records management (e.g., CDIA+, CRM) preferred.

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

• Experience supporting system implementation, process improvement, or change management initiatives.

SmartHire 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. 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.