Senior Document Control Specialist (Transportation)

• Administer and maintain SharePoint and related electronic document management platforms in support of project teams.
• Establish and maintain site structures, libraries, folders, metadata, permissions, workflows, and document access controls.
• Support users in the effective use of SharePoint, Adobe, scanning tools, and document management systems.
• Coordinate with information technology, project controls, configuration management, records management, and project teams to maintain consistent document and data practices.
• Identify opportunities to improve document management workflows, system performance, user adoption, and information accessibility.

• Maintain project and program records in accordance with applicable records retention schedules, agency policies, contractual requirements, and regulatory requirements .
• Support digitization, indexing, storage, retrieval, and disposition of current and legacy project records.
• Coordinate preparation and transfer of records for off-site or long-term storage.
• Work closely with agency records management personnel to support retention, archival, and disposition requirements.
• Maintain traceability between active project documentation and long-term agency records.
• Support lifecycle management of project records from creation through final disposition.

• Support public disclosure requests, records searches, litigation support, and legal document requests by identifying, retrieving, organizing, and providing responsive project records.
• Maintain working knowledge of applicable Washington State public disclosure requirements, records laws, and agency policies .
• Perform detailed document searches using electronic and hard-copy repositories.
• Maintain confidentiality and appropriately manage sensitive, privileged, or restricted project information.
• Coordinate with agency legal, public disclosure, records management, and project teams as required.

• Develop, implement, maintain, and update document control procedures, desktop instructions, workflows, standards, templates, and guidance documents .
• Interpret and apply project, program, agency, and contractual document control requirements consistently across assigned projects.
• Evaluate existing document control practices and recommend improvements to increase efficiency, accuracy, consistency, and compliance.
• Monitor effectiveness of document control processes and implement corrective actions or process improvements as needed.
• Maintain knowledge of evolving document control, records management, information management, and regulatory requirements.
• Support development and continuous improvement of Cordoba's document controls standards and practices.

• Lead document control activities associated with project, contract, and work-package closeout .
• Coordinate with project teams, contractors, consultants, records management, and document control staff to identify required final records.
• Collect, review, index, reconcile, package, and transfer final project and contract documentation.
• Verify completeness and accuracy of final records prior to archival or transfer to long-term storage.
• Track outstanding documentation and support resolution of closeout deficiencies.
• Maintain closeout logs and documentation demonstrating completion of records requirements.

• Review consultant and contractor Document Control Plans , procedures, and proposed systems for compliance with project and agency requirements.
• Monitor consultant and contractor document control performance throughout project delivery.
• Identify deficiencies, inconsistencies, or compliance issues and coordinate appropriate corrective action.
• Provide guidance regarding document numbering, metadata, filing, distribution, retention, submittal processing, and closeout requirements.
• Coordinate document control requirements across multiple consultants, contractors, project teams, and third parties.

• Perform document control and records management audits to verify compliance with established standards, procedures, and contractual requirements.
• Develop audit documentation, identify findings and observations, and prepare clear audit reports.
• Coordinate with project teams and field offices to resolve audit findings and implement corrective actions.
• Support maintenance of audit schedules, procedures, templates, and tracking systems.
• Review audit reports prepared by others and provide technical feedback.
• Maintain accountability and compliance with applicable federal, state, local, agency, and contractual requirements.

• Support configuration management and change control by maintaining controlled documentation, revision histories, approvals, and record traceability.
• Coordinate distribution and maintenance of controlled manuals, procedures, drawings, and other configuration-controlled information.
• Work with configuration management and project controls teams to maintain alignment between current approved documents and project changes.
• Support document traceability associated with design revisions, contract changes, construction changes, and final as-built documentation.

• Provide technical guidance and day-to-day support to document control coordinators and other project staff.
• Train new users, project teams, contractors, consultants, and less experienced staff on document control procedures, SharePoint, Adobe, scanning, records requirements, and related tools .
• Develop and maintain training materials, desktop instructions, and user guidance.
• Support problem resolution and provide direction on complex document control and records issues.
• Share knowledge and lessons learned across project teams and promote consistent application of document control practices.
• Mentor junior document control personnel and support development of document controls capability within Cordoba.

• Participate in project, document control, project controls, and closeout meetings as required.
• Prepare reports, correspondence, meeting documentation, audit results, process documentation, and other project information.
• Provide document control support to project managers, project controls professionals, agency departments, consultants, contractors, third parties, and outside agencies.
• Establish and maintain effective working relationships across multidisciplinary project teams.
• Communicate document control requirements clearly to both technical and non-technical audiences.
• Support special assignments involving research, analysis, procedural development, document revisions, and other project information needs.
• Associate's degree in Business Administration, Public Administration, Information Management, Library Science, Construction Management, or a closely related field, or an equivalent combination of education and directly relevant professional experience.
• 5+ years of progressively responsible document control, records management, or project information management experience, preferably supporting major capital or transportation infrastructure projects.
• Demonstrated experience administering both electronic and hard-copy document management systems.
• Experience establishing and maintaining document registers, metadata, filing structures, record inventories, retention schedules, and archival processes.
• Experience supporting document distribution, retrieval, storage, records retention, and project closeout.
• Strong working knowledge of:
• Document control principles and practices
• Records management
• Electronic document management systems
• Records retention and archival processes
• Configuration management
• Change control
• Quality assurance documentation
• Project and contract closeout
• Demonstrated experience with Microsoft Office 365, SharePoint, Adobe, and electronic document management systems.
• Experience developing, implementing, interpreting, or administering document control policies and procedures.
• Strong organizational skills with demonstrated attention to detail and document accuracy.
• Ability to manage multiple priorities, deadlines, document workflows, and stakeholder requests simultaneously.
• Strong written and verbal communication skills.
• Demonstrated ability to work effectively with project managers, technical staff, consultants, contractors, agency staff, and external stakeholders.

• 7+ years of document controls or records management experience supporting major transportation, transit, rail, or public infrastructure programs.
• Experience with light rail, commuter rail, heavy rail, State of Good Repair, transit facilities, or major transportation capital programs.
• Experience supporting an owner or owner's representative on major public infrastructure projects.
• Experience working within active design and construction environments with multiple contracts, consultants, contractors, and project teams.
• Experience administering a Common Data Environment (CDE) or enterprise document management platform such as ProjectWise, SharePoint, Aconex, Unifier, e-Builder, or comparable systems.
• Advanced experience administering SharePoint project sites, document libraries, metadata, permissions, and workflows.
• Experience supporting public disclosure, legal discovery, litigation holds, records searches, or public-records requests.
• Working knowledge of the Washington State Public Records Act and Washington State records retention requirements.
• Experience with document control requirements associated with FTA-funded transit programs or other federally funded capital programs.
• Experience reviewing and evaluating consultant or contractor Document Control Plans.
• Experience performing document control or records management audits.
• Experience leading project and contract closeout, including collection, indexing, reconciliation, packaging, and transfer of final records.
• Experience with configuration management and controlled-document environments.
• Experience working with engineering drawings, technical specifications, construction documents, RFIs, submittals, change documents, as-built records, and other complex project information.
• Experience supporting alternative delivery methods, including Design-Build, Progressive Design-Build, GCCM/CMGC, or other collaborative delivery models.
• Experience supporting State of Good Repair, rehabilitation, replacement, or modernization work in active transit operating environments.
• Relevant professional certification or training in records management, document control, information management, configuration management, or project controls is desirable.

Range: $95,000 to $125,000 yearly

Cordoba Corporation is a nationally recognized civil engineering, program management, construction management, and planning firm serving the transportation, water, energy, education, and facilities markets.

For more than 40 years, Cordoba has supported the planning and delivery of complex public infrastructure programs throughout the West Coast.

Our professionals work alongside owners and their delivery partners to strengthen program integration, project controls, document control, records management, risk management, construction management, stakeholder coordination, and overall project execution.

Cordoba is expanding its presence in the Pacific Northwest , combining the firm's established infrastructure expertise with locally based leadership and professionals who understand the region's agencies, communities, and transportation priorities.

The Seattle-based Senior Document Controls Specialist will play an important role in this growth while supporting some of the region's most significant transportation and transit programs.

Cordoba Corporation is a nationally recognized civil engineering, construction management, program management, and planning firm.

Our expertise spans diverse sectors, including education and facilities, transportation, water, and energy.

Collaborating closely with our clients, we have successfully delivered complex and high-impact infrastructure projects across California.

National Recognition - Cordoba’s efforts have garnered national acclaim.

Engineering News-Record (ENR) has consistently ranked us as a “top 100 construction management firm” and a “top 50 program management firm.” Additionally, ENR recognized Cordoba as a “top 100 design firm” in California in 2018.

Our business model emphasizes efficiency, fostering a dynamic work environment.

We approach projects with multifaceted strategies, ensuring successful outcomes.

Statewide Presence - With headquarters in Los Angeles, Cordoba maintains a strong statewide presence.

Our offices extend to San Francisco, Sacramento, San Ramon, Chatsworth, Santa Ana, Ontario, and San Diego.

Benefits and Perks : We offer multiple medical and dental insurance plans, as well as vision insurance.

Plans are subsidized for both employees and dependents with coverage effective the first month after hire.

Additionally, Cordoba provides employees with paid AD&D and life insurance, a 401k with an industry leading employer match, generous vacation and sick leave accruals, 9 paid holidays, and other forms of paid time off.

We also offer flexible spending accounts (FSA’s) including medical care reimbursement, dependent care reimbursement, and commuter benefit plans.

Employees are also eligible for our employee assistance program and well-being benefits that include stress management, nutrition, and financial well-being.

Cordoba Corporation provides equal employment opportunities, promoting diversity and inclusion.

We welcome applicants regardless of race, color, religion, sex, national origin, age, disability, or genetics.

Harassment-Free Workplace: We strictly prohibit workplace harassment based on any factor, including race, gender, sexual orientation, or disability.

Cordoba is committed to fostering a healthy and happy lifestyle for our employees, both within and beyond the workplace.

For inquiries or accommodations, please contact our HR Department at: (213) 895-0224.

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