A Document Control or Management Specialist manages written and electronic documents for an office or company. Develops or maintains systems for keeping track of documents, including labeling, retrieving, distributing, recovering and destroying documents as needed.
Job Summary Canfield Engineering & Integration (CEI) is the electrical, instrumentation, and controls engineer of record and designer on water and wastewater facilities. Keeping project documentation accurate, current, and organized is essential to getting deliverables out on time and correct. The Document Control Specialist supports document control across CEI's active projects — maintaining registers, transmittals, revisions, and filing under the direction of project managers and senior staff. This person keeps the current revision straight, keeps outgoing packages clean and properly logged, and makes sure the right documents reach the owner in the right format, on time. The role works alongside the project management team rather than duplicating it. It suits someone who is organized, detail-driven, and reliable under deadline, and who wants to grow into broader document-control ownership over time. Reporting Reports to the assigned Project Manager for day-to-day work. Takes functional direction from senior document-control and engineering staff on standards and procedures. Duties Document Control & Version Management Maintain the master document register for assigned projects — drawings, specifications, calculations, and narratives — with current revision, status, due date, and responsible engineer.
Apply revision and version control:
keep the current revision active, supersede and archive prior revisions, and maintain revision history. Track document revisions, submission dates, approvals, outstanding items, and follow-up actions. Ensure documents are properly named, dated, filed, and maintained according to company, project, and owner standards. Transmittals, Submittals & Owner Coordination Prepare, number, and log outgoing transmittals; receive and log incoming transmittals. Post documents to the owner's document-management system in the required naming convention and format, and track review status, comments, and resubmittal requirements. Maintain submittal, RFI, and comment logs; follow up on due dates and track back-checks to resolution. Pre-Issue Checks & QA/QC Support Review documents before issue for completeness, correct title blocks, numbering, revision, file naming, and required signatures, escalating discrepancies to the responsible engineer. Support QA/QC record tracking — inspection records, checklists, and quality documentation — through resolution and closeout. Communicate missing information, incomplete items, and overdue documents to the appropriate project stakeholders. Records & Closeout Maintain organized electronic and physical document-control records, including folders, logs, trackers, and registers. Support preparation of turnover packages, closeout documentation, and as-built supporting records. Secondary Duties (as workload allows) Support proposal and SOQ/RFQ assembly and formatting. Help identify improvements to document-control workflows, tracking tools, and filing practices. Required Qualifications 2+ years of document control, project coordination, or construction/engineering administration experience. High school diploma or equivalent. Comfortable with an electronic document management system (EDMS) and owner document portals. Strong command of Microsoft Office (Excel, Word, Outlook, Teams). Strong attention to detail, organization, and follow-through; able to manage multiple priorities and deadlines. Clear written and verbal communication with engineers, project managers, and owner representatives. Preferred Qualifications Associate's degree or higher. Experience on water / wastewater, industrial, or other engineering/construction projects. Familiarity with transmittals, submittals, RFIs, revision control, and turnover/closeout processes. Experience with platforms such as Newforma, ProjectWise, Procore, Bluebeam, SharePoint, or similar. Familiarity with CAD/document numbering standards and title-block conventions. Work Environment CEI operates on a hybrid schedule — one day per week in the office and the remainder remote. Project site time is also required and varies week to week: some weeks will have no site days, and others will have several. Comfort working on an active construction site and in a job-site trailer is required.
Pay:
$45,000.00 - $75,000.00 per year
Benefits:
401(k) 401(k) matching Dental insurance Health insurance Health savings account Paid time off Application Question(s): Do you have experience in the AEC Industry?
Experience:
Document management: 2 years (Required) Ability to
