Document Control specialist

Document Controls Specialist

Data Center Construction Project

Position Summary

The Document Controls Specialist is responsible for managing, tracking, organizing, and distributing project documentation throughout the lifecycle of a large-scale data center construction project. This role supports project managers, superintendents, engineers, subcontractors, and clients by maintaining accurate project records and ensuring all documents are properly controlled, current, and accessible.

The ideal candidate is highly organized, detail-oriented, and experienced working with construction document management systems in a fast-paced environment where accuracy and timely communication are critical to project success.

Key Responsibilities
Document Management & Control
Maintain and organize all project documentation, including drawings, specifications, contracts, submittals, RFIs, meeting minutes, and project correspondence.
Ensure all project documents are accurately filed, tracked, and distributed to appropriate stakeholders.
Manage document version control and ensure project teams are utilizing the most current revisions.
Create and maintain document logs, registers, and tracking systems.
Archive project documentation in accordance with company and client requirements.
Submittals, RFIs & Drawing Management
Track and manage the submittal process from submission through approval.
Monitor RFI workflows and maintain accurate status reports.
Distribute approved submittals, drawing revisions, and project updates to internal and external stakeholders.
Coordinate drawing distribution and maintain document revision histories.
Assist project teams in ensuring document compliance and completeness.
Project Administration
Prepare, distribute, and maintain meeting agendas, minutes, and action item logs.
Support project managers with administrative reporting and document preparation.
Coordinate document turnover and closeout packages.
Assist with maintaining project schedules, tracking logs, and reporting tools.
Support internal and client audits by providing required project documentation.
Data Entry & Recordkeeping
Perform high-volume data entry related to project documentation and reporting.
Update databases, tracking systems, and document management software with project information.
Maintain accurate records of approvals, revisions, inspections, and project correspondence.
Ensure document metadata and filing structures are consistently maintained.
Generate reports related to document status and project deliverables.
Construction Technology & Systems Management
Upload, organize, and maintain project documents within platforms such as Procore, Autodesk Build, BIM 360, SharePoint, or similar systems.
Assist project teams with document retrieval and system navigation.
Monitor document workflows and approval processes.
Support implementation of project document control procedures and standards.
Maintain document security and confidentiality requirements.
Communication & Coordination
Serve as a primary point of contact for document-related requests.
Coordinate with owners, architects, engineers, subcontractors, and project teams regarding document status and requirements.
Follow up on overdue submittals, RFIs, and project deliverables.
Ensure timely communication of document revisions and approvals to all stakeholders.
Support collaboration among project teams to maintain project efficiency and compliance.
Required Qualifications
High school diploma or GED required.
Associate's or Bachelor's degree in Construction Management, Business Administration, Engineering, or related field preferred.
1-5 years of document control, project coordination, project administration, or construction support experience.
Strong data entry and organizational skills.
Proficiency in Microsoft Excel, Word, Outlook, and Adobe Acrobat.
Excellent attention to detail and accuracy.
Strong verbal and written communication skills.
Preferred Qualifications
Experience supporting commercial, industrial, mission-critical, or data center construction projects.
Experience with Procore, Autodesk Build, BIM 360, SharePoint, Aconex, Bluebeam, or similar document management platforms.
Knowledge of construction drawings, specifications, submittals, and RFI processes.
Familiarity with project closeout and turnover documentation requirements.
Understanding of construction project workflows and document control best practices.
Key Skills
Document Control
Data Entry
Construction Administration
RFI Management
Submittal Tracking
Drawing & Revision Control
Quality Documentation
Microsoft Office Suite
Procore / Autodesk Build
Attention to Detail
Organization & Time Management
Communication & Stakeholder Coordination
Career Path

This role provides an excellent foundation within construction and project operations and can progress into:

Senior Document Controls Specialist
Project Coordinator
Project Engineer
Assistant Project Manager
Project Manager
Construction Operations Manager

This position is ideal for professionals seeking to build a career supporting large-scale data center and mission-critical construction projects while gaining exposure to project management, construction technology, and field operations.

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to HR@insightglobal.com.To learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/.

Document Controls Specialist

Data Center Construction Project

Position Summary

The Document Controls Specialist is responsible for managing, tracking, organizing, and distributing project documentation throughout the lifecycle of a large-scale data center construction project. This role supports project managers, superintendents, engineers, subcontractors, and clients by maintaining accurate project records and ensuring all documents are properly controlled, current, and accessible.

The ideal candidate is highly organized, detail-oriented, and experienced working with construction document management systems in a fast-paced environment where accuracy and timely communication are critical to project success.

Key Responsibilities
Document Management & Control
Maintain and organize all project documentation, including drawings, specifications, contracts, submittals, RFIs, meeting minutes, and project correspondence.
Ensure all project documents are accurately filed, tracked, and distributed to appropriate stakeholders.
Manage document version control and ensure project teams are utilizing the most current revisions.
Create and maintain document logs, registers, and tracking systems.
Archive project documentation in accordance with company and client requirements.
Submittals, RFIs & Drawing Management
Track and manage the submittal process from submission through approval.
Monitor RFI workflows and maintain accurate status reports.
Distribute approved submittals, drawing revisions, and project updates to internal and external stakeholders.
Coordinate drawing distribution and maintain document revision histories.
Assist project teams in ensuring document compliance and completeness.
Project Administration
Prepare, distribute, and maintain meeting agendas, minutes, and action item logs.
Support project managers with administrative reporting and document preparation.
Coordinate document turnover and closeout packages.
Assist with maintaining project schedules, tracking logs, and reporting tools.
Support internal and client audits by providing required project documentation.
Data Entry & Recordkeeping
Perform high-volume data entry related to project documentation and reporting.
Update databases, tracking systems, and document management software with project information.
Maintain accurate records of approvals, revisions, inspections, and project correspondence.
Ensure document metadata and filing structures are consistently maintained.
Generate reports related to document status and project deliverables.
Construction Technology & Systems Management
Upload, organize, and maintain project documents within platforms such as Procore, Autodesk Build, BIM 360, SharePoint, or similar systems.
Assist project teams with document retrieval and system navigation.
Monitor document workflows and approval processes.
Support implementation of project document control procedures and standards.
Maintain document security and confidentiality requirements.
Communication & Coordination
Serve as a primary point of contact for document-related requests.
Coordinate with owners, architects, engineers, subcontractors, and project teams regarding document status and requirements.
Follow up on overdue submittals, RFIs, and project deliverables.
Ensure timely communication of document revisions and approvals to all stakeholders.
Support collaboration among project teams to maintain project efficiency and compliance.
Required Qualifications
High school diploma or GED required.
Associate's or Bachelor's degree in Construction Management, Business Administration, Engineering, or related field preferred.
1-5 years of document control, project coordination, project administration, or construction support experience.
Strong data entry and organizational skills.
Proficiency in Microsoft Excel, Word, Outlook, and Adobe Acrobat.
Excellent attention to detail and accuracy.
Strong verbal and written communication skills.
Preferred Qualifications
Experience supporting commercial, industrial, mission-critical, or data center construction projects.
Experience with Procore, Autodesk Build, BIM 360, SharePoint, Aconex, Bluebeam, or similar document management platforms.
Knowledge of construction drawings, specifications, submittals, and RFI processes.
Familiarity with project closeout and turnover documentation requirements.
Understanding of construction project workflows and document control best practices.
Key Skills
Document Control
Data Entry
Construction Administration
RFI Management
Submittal Tracking
Drawing & Revision Control
Quality Documentation
Microsoft Office Suite
Procore / Autodesk Build
Attention to Detail
Organization & Time Management
Communication & Stakeholder Coordination
Career Path

This role provides an excellent foundation within construction and project operations and can progress into:

Senior Document Controls Specialist
Project Coordinator
Project Engineer
Assistant Project Manager
Project Manager
Construction Operations Manager

This position is ideal for professionals seeking to build a career supporting large-scale data center and mission-critical construction projects while gaining exposure to project management, construction technology, and field operations.

Benefit packages for this role will start on the 1st day of employment and include medical, dental, and vision insurance, as well as HSA, FSA, and DCFSA account options, and 401k retirement account access with employer matching. Employees in this role are also entitled to paid sick leave and/or other paid time off as provided by applicable law.