Document Control Specialist

Document Control Specialist

We are seeking a driven and curious Document Control Specialist in Honolulu, Hawaii to join our Project Management Team managing a large waterfront project. As a key member of our Project Team, you will be responsible for establishing and maintaining a robust document control system that ensures compliance with client standards, legal requirements, and project-specific protocols. This role requires strong organizational skills, attention to detail, and the ability to manage complex document workflows across multiple stakeholders. You will report to our Project Manager to help support the day-to-day execution of Project Controls and Document Controls functions for the project.

Core Responsibilities

• Document Management & Control
• Coordinate and administer document management activities, including identification, control, and change tracking for all project-related documents.
• Establish and maintain a comprehensive construction document control system (electronic and physical), ensuring compliance with client standards and legal requirements.
• Manage document version control to accurately track revisions and prevent the use of outdated information.
• Ensure all documents are properly stored in the document management system and maintain secure access control for sensitive information.
• Oversee secure storage, archiving, and backups of all construction documents to protect against data loss and support future litigation or contract disputes.
• Implement procedures for secure destruction of obsolete documents in accordance with client regulations.
• System Optimization & Compliance
• Assess existing filing systems, recommend improvements for intuitive search capabilities, and implement changes for efficient retrieval.
• Develop and enforce standardized naming conventions for all construction documents.
• Conduct regular audits of the document control system to ensure compliance and identify areas for improvement.
• Prepare and maintain a comprehensive document retention schedule aligned with legal and regulatory requirements.
• Develop and maintain a disaster recovery plan for document archives.
• Project Support & Reporting
• Track the lifecycle of documents and records, including design documents, RFIs, submittals, change orders, and correspondence.
• Develop and update trackers for document submissions, response timeframes, status updates, and extension requests.
• Generate customized reports on document activity, overdue submittals, late RFI responses, unresolved change orders, and other key metrics for project teams and management.
• Coordinate with project teams to gather and organize all project close-out documentation for archiving.
• Provide timely access to required documents and assist in meeting minutes and briefs.
• Serve as the primary point of contact for all document control matters related to construction projects.
• Training & Collaboration
• Train project personnel on document control procedures and best practices.
• Coordinate with IT personnel to ensure the document management system is properly maintained and secure.
• Support legal counsel in responding to discovery requests and other legal inquiries related to construction documents.

Proficiency in database software and reporting capabilities. Ability to manipulate project database information to retrieve specific data and produce customized reports. Strong organizational and communication skills with experience interacting with internal teams, clients, and external consultants. BS in Design, Construction, Accounting, Data Science, Business, or related field OR combination of education and related experience. At least 2 years of related Document Controls experience on large projects. Experience in all aspects of Document Controls and Management. Broad knowledge of overall Project Control Systems, Management, Distribution, and Communications. U.S. Citizenship. Jacobs is an Equal Opportunity / Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law. Learn more about your rights under Federal EEO laws and supplemental language.