AECOM is seeking a Document Controller for our office in Sacramento, California. This position will support the development, management and maintenance of program documents and records throughout the project lifecycle, helping ensure information is accurate, traceable, secure and readily accessible to project teams and stakeholders.
The Document Controller will help administer the program’s Document Control System (DCS), maintain document standards and workflows, support version control and records management, and promote consistent document control practices across contracts and project teams. The role will work closely with state personnel, consultants, contractors and internal teams to support timely document submission, review, approval, distribution and retrieval.
This position will also support document control procedures, training, audits and reporting while helping maintain compliance with contractual, regulatory and quality management requirements.
Key responsibilities
- Establish and maintain document control systems, workflows and procedures for document submission, review, approval, distribution, retention and retrieval.
- Support the setup and configuration of the Document Control System (DCS), including folder structures, metadata requirements, naming conventions, workflows, user roles and permissions.
- Receive, review and log documents from contractors, consultants and internal teams, ensuring required metadata and document information are accurate and complete.
- Maintain master project records, document revisions and version control while ensuring compliance with established formatting, numbering and naming conventions.
- Coordinate with contractors, consultants and internal stakeholders to support timely document submissions, reviews, approvals and retrieval.
- Maintain and update the Document Control Management Guide (DCMG), procedures, templates and reference materials to reflect current program requirements and system changes.
- Monitor document status, review turnaround times and workflow bottlenecks, and prepare dashboards, trackers and reports for project leadership.
- Perform periodic document and system audits to identify missing records, metadata issues, overdue reviews, unauthorized revisions or approval gaps and support corrective actions.
- Support document archiving, retention requirements, project closeout, audits, handovers, legal holds and public records requests as applicable.
- Assist with the development and implementation of standardized document control policies, procedures, templates and tools across contracts and project teams.
- Provide onboarding, training and ongoing user support for document control processes and systems, including maintaining training materials and records.
- Support compliance with applicable quality management, contractual, legal and regulatory requirements, including ISO 9001:2015 and relevant Federal Highway Administration (FHWA) and Federal Transit Administration (FTA) requirements.
- Support internal and external audits related to document traceability, version control, records management and document control procedures.
- Evaluate document control processes and recommend practical improvements that strengthen consistency, efficiency and system effectiveness.
- Establish and maintain effective working relationships with project staff, state personnel, consultants, contractors and other program stakeholders.