Document Control Senior

Job Description:

Parsons is seeking an experienced Document Controls Specialist, Lead Grade 2 to support document and records management for a major program and construction management team delivering a large, complex industrial infrastructure project. 

Reporting to the Document Control/PMIS Manager, this position will process, track, distribute, retrieve, and retain project documentation throughout design, procurement, construction, commissioning, and closeout. The selected candidate will help ensure that project records remain accurate, current, secure, traceable, and accessible to authorized users. 

Periodic travel and coordination with program personnel, Client representatives, contractors, consultants, suppliers, and on-site personnel may be required. 

• →Receive, register, process, route, distribute, track, file, retrieve, and archive project documents in accordance with approved procedures.
• →Support controlled workflows for drawings, specifications, calculations, reports, correspondence, transmittals, submittals, requests for information, changes, inspection records, and commissioning documents.
• →Verify that incoming documents are complete, legible, correctly identified, and submitted using the required format and workflow.
• →Assign or verify document numbers, titles, disciplines, document types, revisions, status codes, file names, and required metadata.
• →Maintain document registers, correspondence logs, transmittal records, distribution lists, review-status reports, and action trackers.
• →Route documents to appropriate reviewers and monitor comments, approvals, response dates, revisions, and required resubmissions.
• →Follow up with responsible personnel regarding overdue reviews, missing information, incomplete records, and outstanding deliverables.
• →Prepare and issue authorized transmittals to the Client, contractors, consultants, suppliers, and other approved recipients.
• →Ensure authorized personnel have access to current, approved documents and that obsolete or superseded information is removed from active use.
• →Perform document and metadata quality checks and coordinate correction of missing, duplicated, misclassified, incorrectly revised, or improperly distributed records.
• →Maintain electronic and physical files in accordance with approved filing structures, access controls, security requirements, and retention procedures.
• →Support document workflows, permissions, notifications, reports, and repositories within the PMIS or electronic document-management system.
• →Coordinate with engineering, construction management, project controls, procurement, quality, safety, and commissioning personnel to maintain complete project records.
• →Respond to document searches, status inquiries, audit requests, and authorized records-retrieval needs.
• →Protect confidential, proprietary, procurement-sensitive, security-controlled, and business-sensitive information.
• →Support document-control orientation and provide procedural guidance to employees, contractors, consultants, suppliers, and other authorized users.
• →Assist with phased turnover and closeout by reviewing final records for completeness, approval status, indexing, metadata, and required file format.
• →Perform other responsibilities associated with this position as may be appropriate.
• →Work remotely during the first year, with the expectation of residing within commuting distance of Little Rock, Arkansas, or relocating to the area thereafter.
• →Support periodic travel and coordination with program personnel, Client representatives, contractors, consultants, suppliers, and on-site personnel.

• High school diploma and at least eight years of relevant experience.
• Experience processing drawings, specifications, correspondence, submittals, requests for information, transmittals, revisions, and final records.
• Working knowledge of document-control, records-management, revision-control, and information-governance practices.
• Ability to process high volumes of project documentation accurately and within required deadlines.
• Strong understanding of document numbering, naming conventions, metadata, revisions, status codes, review workflows, and distribution controls.
• Strong attention to detail and commitment to maintaining accurate, secure, traceable, retrievable, and auditable records.
• Proficiency with electronic document-management and PMIS platforms.
• Proficiency with Microsoft Word, Excel, Outlook, Teams, and Adobe Acrobat.
• Strong organizational, time-management, follow-up, customer-service, and interpersonal skills.
• Excellent written and verbal communication skills.
• Ability to manage competing priorities and collaborate effectively within a multidisciplinary and matrixed organization.
• Demonstrated integrity, accountability, discretion, and commitment to information quality.

• Associate’s degree and at least four years of relevant document-control or records-management experience.
• Experience supporting document control on a large engineering, construction, industrial, infrastructure, or government project.
• Experience using a PMIS, electronic document-management system, or common data environment.
• Experience with Kahua, Procore, Autodesk Construction Cloud, Oracle Aconex, Unifier, SharePoint, or similar platforms.
• Certified Document Controller certification.
• Records-management training or a relevant PMIS or document-management platform certification.
• Experience supporting design, procurement, construction, commissioning, project turnover, and closeout.
• Experience providing document-control orientation, procedural guidance, and customer support to project stakeholders.

Security Clearance Requirement:

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