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Posted 4w ago

Document Controls Specialist

@ CES Consultants
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West Palm Beach, Florida, United States
$75k-$110k/yrOnsiteFull Time
Responsibilities:Manage intake/logging, Maintain document logs, Coordinate workflows
Requirements Summary:Associate or Bachelor’s degree in Engineering Technology, Construction Management, Information Management, or related field; or equivalent work experience; 3-7 years document control experience in engineering/construction
Technical Tools Mentioned:Document management systems (SharePoint, ProjectWise, eBuilder, Unifier, Procore), CAD (AutoCAD), Microsoft Office Suite (Word, Excel, Outlook, SharePoint), PDF management/markup (Bluebeam, Adobe), Electronic filing systems, Version control
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Job Description

Reports To: Vice President, Director of Project Controls & Technology

Position Title: Document Controls Specialist
Location: West Palm Beach, Florida
Job Type: Full-Time 

Work Hours: Monday through Friday, 8:30 AM to 5:30 PM, 

Position Overview

As a vital member of our Program Controls and Technology team, the Document Controls Specialist plays a crucial role in ensuring the successful execution of our projects. This highly skilled and detail-oriented professional will support the program by managing engineering and construction documentation in accordance with County standards, regulatory requirements, and public-sector recordkeeping practices. The role is hands-on and execution-focused, providing day-to-day document control support under the direction of project controls, engineering, or program management leadership. Collaboration with owners, project managers, engineers, construction managers, and other stakeholders is essential, enabling effective management, organization, and accessibility of all project documents. The Specialist will deliver accurate, actionable documentation insights to ensure compliance, transparency, and seamless project delivery.

Responsibilities:

  • Manage the intake, logging, tracking, distribution, and filing of engineering and construction documents across multiple capital projects
  • Maintain document control logs for engineering design submittals, revisions, plan review cycles, and County comments
  • Track construction-phase records, including RFIs, shop drawings, submittals, permits, inspection reports, and correspondence
  • Coordinate document workflows between County staff, consulting engineers, contractors, inspectors, and reviewers
  • Perform quality control checks to ensure documents meet naming conventions, version control, metadata requirements, and County standards
  • Support management of record drawings (as-builts), including review of CAD file submissions, scanned plans, and final signed and sealed documents
  • Assemble and verify project closeout documentation packages in accordance with the Clients and Florida public utility requirements
  • Maintain organized electronic and hard-copy project files to support audits, public records requests, and regulatory compliance
  • Assist with the retrieval of historical project records and respond to internal and external document requests
  • Follow established procedures for document retention, security, and confidentiality
  • Perform additional project controls-related duties as required.