AECOM is seeking a highly qualified Project Controls – Document Controller who will support projects throughout the Boston area by managing, organizing, tracking, distributing, and maintaining project documentation throughout the project lifecycle. This position will help ensure that project records are accurate, current, securely maintained, and readily accessible to authorized team members. The successful candidate must possess excellent organizational, communication, and relationship-building skills and be capable of working independently and collaboratively in a fast-paced, client-focused environment. The Document Controls Specialist will coordinate closely with project managers, project controls personnel, design teams, contractors, consultants, and client representatives to maintain effective document control processes and support compliance with project requirements.
- Establish, implement, and maintain document control procedures, including Standard Operating Procedures (SOPs), workflows, filing structures, naming conventions, and revision-control standards.
- Manage project documentation and document-review workflows within the designated Project Management Information System (PMIS), including RFIs, submittals, shop drawings, transmittals, design documents, technical reports, meeting minutes, change management documentation, contracts, permits, inspection reports, and closeout records.
- Verify that documents are complete, properly formatted, accurately numbered, and submitted in accordance with established procedures; maintain revision histories and ensure superseded documents are appropriately identified and archived.
- Monitor document-review workflows and follow up with responsible parties to support timely responses and approvals; distribute approved documents to authorized project participants and confirm teams are working from current versions.
- Perform routine quality-control reviews and audits of project records to identify missing, duplicate, outdated, or incorrectly filed documents; recommend process improvements to strengthen document quality, consistency, and accessibility.
- Produce weekly and monthly document control reports, including logs of overdue submissions, outstanding reviews, workflow status, and support the development of document control key performance indicators and dashboards.
- Provide onboarding, system training, and ongoing support to project team members, consultants, and contractors regarding document control procedures and system navigation.
- Coordinate with project leadership to maintain user access, permissions, distribution groups, and confidentiality requirements; participate in project meetings to provide updates on document status and outstanding items.