Job Description

Position: Document Control Specialist

Location: San Jose, CA

Position Summary:

Our client is seeking a Document Control Specialist to support our Project Management team. This role requires a highly organized and detail-oriented professional who can efficiently manage document flow, support administrative tasks, and assist with clerical duties across departments. The ideal candidate is proactive, flexible with changing priorities, and able to multitask effectively in a fast-paced construction environment

Key Responsibilities:

Document Control (Primary – Project Management Support)

• Oversee printing, scanning, duplicating, and filing of project documents and drawings.
• Manage and track incoming and outgoing project documentation.
• Maintain electronic and hard copy files, ensuring proper labeling and organization.
• Control the distribution of electronic documentation across teams.
• Manage the processing of change notices and new releases.
• Store, log, track, and update documents, including drawings, specifications, reports, and correspondence.
• Maintain tracking systems for project files and ensure accurate records of as-built documentation.
• Create close out binder/file
• Create contract in STRUMIS
• Import lot and release in STRUMIS software
• Send submittals through STRUMIS software
• Assist in general clerical and administrative tasks as needed.

Estimating Administrative Support (Secondary)

• Provide administrative assistance to the Estimating Department.
• Maintain document logs and ensure they are kept up to date.
• Support Estimators by preparing bid forms, maintaining proposal logs, filing documents, and drafting bid letters.
• Prepare reports and project summaries for management.
• Interface directly with the Vice President and Estimators on special assignment

Required Qualifications:

• Valid California Driver’s License.

• 2+ years of administrative assistant or document control experience.

• Proficiency in Microsoft Office Suite and familiarity with construction-related software.

• Strong organizational and analytical skills with the ability to manage multiple tasks simultaneously.

• Excellent written and verbal communication skills across all levels of staff, clients, and field

personnel.

• Ability to maintain confidentiality, professionalism, and diplomacy in all interactions.

• Strong attention to detail with the ability to handle meticulous document processing tasks.

• Team player with a positive attitude, a strong work ethic, and a willingness to adapt.

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