Document Control Specialist

Description

What we do

Wescom Solutions provides systems engineering, construction management, and operations support services to the rail transit industry. Our mission is to help transit authorities enhance their system capabilities, capital program execution and operational efficiencies in the safest, and most time- and cost-efficient manner.

Why Wescom Solutions

At Wescom Solutions we're not just offering a job; we're inviting you to be a crucial part of our dynamic culture. Here's why working with us is a unique and rewarding experience:

Make a Real Impact: 

• In a small business, your contributions don't get lost. You'll play a pivotal role in shaping our success from day one.

Flexibility and Agility:

• Say goodbye to rigid structures. At Wescom Solutions, we embrace flexibility and adaptability, allowing you to thrive in a creative and dynamic work environment.

Learning and Growth Opportunities:

• A small business is a breeding ground for learning. Expect to wear multiple hats, take on new challenges, and grow both personally and professionally.

Direct Communication Channels:

• Skip the hierarchical ladder. Here, your ideas and suggestions are heard directly. Open communication is not just encouraged; it's essential to our success.

Ready to be a part of something big in a small package? Apply now and help provide "Solutions for Tomorrow's Connections". 

Document Control Specialist - Position Summary

Wescom Solutions is looking for a highly motivated individual who is eager to join a small, talented, and driven team. Working for a start-up firm means wearing many hats and being able to adjust to the ever-changing environment, while taking on new tasks and responsibilities as the company grows. The right individual will have a go-getter mindset, is adaptable to change, and is able to work independently as well as part of a team. Experience and/or interest in the transit engineering industry is a plus.

The Document Control Specialist is responsible for managing and maintaining project documentation to ensure accuracy, accessibility, and compliance with established standards and procedures. This role supports engineering and construction project teams by administering document control processes, coordinating document workflows, and maintaining records. The position works closely with project managers, clients, contractors, and internal stakeholders to ensure project documentation is properly organized, distributed, tracked, and archived throughout the project lifecycle.

Essential Duties and Responsibilities

• Manage and administer document control activities for engineering and construction projects, ensuring proper identification, version control, distribution, and archiving of project documentation.
• Coordinate the flow of information between clients, project teams, contractors, and other stakeholders.
• Maintain project documentation within Electronic Document Management Systems (EDMS), ensuring files are properly organized, accessible, and secure throughout the project lifecycle.
• Monitor document workflows, including transmittals, revisions, approvals, and distribution to ensure compliance with project procedures and standards.
• Maintain logs and trackers for project documents, specifications, RFIs, and other construction documentation.
• Assist with the management and tracking of Requests for Information (RFIs) and specification deviations through resolution.
• Develop and implement document management plans and maintain consistent file structures. 
• Manage document access permissions and distribution matrices to ensure appropriate access to project documentation.
• Conduct quality checks and audits of documentation to ensure accuracy, completeness, and compliance with project and organizational standards.
• Support project teams by responding to document-related inquiries and providing guidance on document control processes and systems.
• Train project personnel and support staff on document control procedures
• Support project closeout activities, including archiving and final handover of project documentation.
• Maintain master electronic project files and ensure documentation is complete and audit-ready.
• Participate in continuous improvement efforts to enhance document control processes and system efficiency.

Requirements

Qualifications (Knowledge, Skills, and Abilities)

• Minimum of 5 years of document control experience, preferably within engineering or construction projects.
• Associate’s or Bachelor’s degree in a relevant field, or equivalent experience in project controls or technical administrative support.
• Experience working with Electronic Document Management Systems (EDMS) such as SharePoint, Prolog Manager, Autodesk Construction Cloud (ACC), Engineering in the Digital Age (EIDA), or similar platforms.
• Proficiency in Microsoft Office applications, including Excel, SharePoint, and Visio.
• Experience using Adobe Acrobat, BlueBeam, and other document management tools.
• Strong understanding of document control processes, including document workflows, approval processes, version control, and metadata management.
• Experience supporting document management activities for project teams, including engineering or construction documentation packages.
• Strong organizational, analytical, and communication skills.
• Ability to manage multiple priorities and maintain accuracy in a fast-paced project environment.
• Ability to communicate effectively with project teams, stakeholders, and management.
• Advanced written and spoken English proficiency required.
• Ability to go to the client’s office in Downtown Los Angeles 5 days a week

Wescom Solutions is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.

www.wescom-solutions.com