Cordoba Corporation is seeking an experienced Senior Document Controls Specialist to support major transportation and transit programs throughout the Pacific Northwest. Based in Seattle, this position will lead document control and records management activities for complex capital programs involving light rail, rail systems, State of Good Repair, transit facilities, and other major transportation infrastructure.
The Senior Document Controls Specialist will be responsible for administering and maintaining document management systems and processes; controlling, distributing, storing, and retrieving project records; supporting public disclosure and legal requests; leading document control closeout activities; and maintaining compliance with applicable agency, contractual, regulatory, and records retention requirements. This position will work closely with project managers, project controls professionals, designers, engineers, construction managers, contractors, consultants, records management teams, legal staff, and client stakeholders to provide reliable, traceable, and readily retrievable project information throughout the project lifecycle. The successful candidate will bring strong technical document controls experience, sound judgment, and the ability to lead document management practices across multiple projects, teams, and stakeholders.
Document Control & Information Management
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Lead document control activities for assigned transportation and transit projects and programs.
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Administer and maintain electronic document management systems, common data environments, project repositories, SharePoint sites, and project team sites.
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Establish and maintain electronic and hard-copy filing structures, document registers, logs, record inventories, metadata, and indexing standards.
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Manage the receipt, registration, routing, distribution, storage, retrieval, and archival of project documents and correspondence.
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Maintain control of project documentation including drawings, specifications, technical reports, correspondence, submittals, RFIs, meeting records, change documentation, contract records, and other controlled project information.
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Verify document numbering, naming conventions, metadata, revision status, format, and completeness prior to distribution or filing.
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Maintain accurate and current project record inventories and document registers.
SharePoint, CDE & Systems Administration
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Administer and maintain SharePoint and related electronic document management platforms in support of project teams.
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Establish and maintain site structures, libraries, folders, metadata, permissions, workflows, and document access controls.
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Support users in the effective use of SharePoint, Adobe, scanning tools, and document management systems.
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Coordinate with information technology, project controls, configuration management, records management, and project teams to maintain consistent document and data practices.
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Identify opportunities to improve document management workflows, system performance, user adoption, and information accessibility.
Records Management & Retention
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Maintain project and program records in accordance with applicable records retention schedules, agency policies, contractual requirements, and regulatory requirements.
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Support digitization, indexing, storage, retrieval, and disposition of current and legacy project records.
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Coordinate preparation and transfer of records for off-site or long-term storage.
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Work closely with agency records management personnel to support retention, archival, and disposition requirements.
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Maintain traceability between active project documentation and long-term agency records.
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Support lifecycle management of project records from creation through final disposition.
Public Disclosure & Legal Support
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Support public disclosure requests, records searches, litigation support, and legal document requests by identifying, retrieving, organizing, and providing responsive project records.
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Maintain working knowledge of applicable Washington State public disclosure requirements, records laws, and agency policies.
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Perform detailed document searches using electronic and hard-copy repositories.
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Maintain confidentiality and appropriately manage sensitive, privileged, or restricted project information.
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Coordinate with agency legal, public disclosure, records management, and project teams as required.
Document Control Procedures & Process Improvement
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Develop, implement, maintain, and update document control procedures, desktop instructions, workflows, standards, templates, and guidance documents.
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Interpret and apply project, program, agency, and contractual document control requirements consistently across assigned projects.
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Evaluate existing document control practices and recommend improvements to increase efficiency, accuracy, consistency, and compliance.
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Monitor effectiveness of document control processes and implement corrective actions or process improvements as needed.
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Maintain knowledge of evolving document control, records management, information management, and regulatory requirements.
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Support development and continuous improvement of Cordoba's document controls standards and practices.
Project & Contract Closeout
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Lead document control activities associated with project, contract, and work-package closeout.
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Coordinate with project teams, contractors, consultants, records management, and document control staff to identify required final records.
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Collect, review, index, reconcile, package, and transfer final project and contract documentation.
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Verify completeness and accuracy of final records prior to archival or transfer to long-term storage.
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Track outstanding documentation and support resolution of closeout deficiencies.
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Maintain closeout logs and documentation demonstrating completion of records requirements.
Consultant & Contractor Oversight
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Review consultant and contractor Document Control Plans, procedures, and proposed systems for compliance with project and agency requirements.
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Monitor consultant and contractor document control performance throughout project delivery.
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Identify deficiencies, inconsistencies, or compliance issues and coordinate appropriate corrective action.
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Provide guidance regarding document numbering, metadata, filing, distribution, retention, submittal processing, and closeout requirements.
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Coordinate document control requirements across multiple consultants, contractors, project teams, and third parties.
Audits & Compliance
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Perform document control and records management audits to verify compliance with established standards, procedures, and contractual requirements.
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Develop audit documentation, identify findings and observations, and prepare clear audit reports.
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Coordinate with project teams and field offices to resolve audit findings and implement corrective actions.
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Support maintenance of audit schedules, procedures, templates, and tracking systems.
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Review audit reports prepared by others and provide technical feedback.
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Maintain accountability and compliance with applicable federal, state, local, agency, and contractual requirements.
Configuration & Change Control Support
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Support configuration management and change control by maintaining controlled documentation, revision histories, approvals, and record traceability.
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Coordinate distribution and maintenance of controlled manuals, procedures, drawings, and other configuration-controlled information.
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Work with configuration management and project controls teams to maintain alignment between current approved documents and project changes.
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Support document traceability associated with design revisions, contract changes, construction changes, and final as-built documentation.
Training & Technical Leadership
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Provide technical guidance and day-to-day support to document control coordinators and other project staff.
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Train new users, project teams, contractors, consultants, and less experienced staff on document control procedures, SharePoint, Adobe, scanning, records requirements, and related tools.
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Develop and maintain training materials, desktop instructions, and user guidance.
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Support problem resolution and provide direction on complex document control and records issues.
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Share knowledge and lessons learned across project teams and promote consistent application of document control practices.
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Mentor junior document control personnel and support development of document controls capability within Cordoba.
Reporting & Stakeholder Coordination
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Participate in project, document control, project controls, and closeout meetings as required.
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Prepare reports, correspondence, meeting documentation, audit results, process documentation, and other project information.
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Provide document control support to project managers, project controls professionals, agency departments, consultants, contractors, third parties, and outside agencies.
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Establish and maintain effective working relationships across multidisciplinary project teams.
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Communicate document control requirements clearly to both technical and non-technical audiences.
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Support special assignments involving research, analysis, procedural development, document revisions, and other project information needs.
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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.
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5+ years of progressively responsible document control, records management, or project information management experience, preferably supporting major capital or transportation infrastructure projects.
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Demonstrated experience administering both electronic and hard-copy document management systems.
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Experience establishing and maintaining document registers, metadata, filing structures, record inventories, retention schedules, and archival processes.
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Experience supporting document distribution, retrieval, storage, records retention, and project closeout.
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Strong working knowledge of:
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Document control principles and practices
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Records management
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Electronic document management systems
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Records retention and archival processes
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Configuration management
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Change control
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Quality assurance documentation
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Project and contract closeout
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Demonstrated experience with Microsoft Office 365, SharePoint, Adobe, and electronic document management systems.
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Experience developing, implementing, interpreting, or administering document control policies and procedures.
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Strong organizational skills with demonstrated attention to detail and document accuracy.
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Ability to manage multiple priorities, deadlines, document workflows, and stakeholder requests simultaneously.
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Strong written and verbal communication skills.
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Demonstrated ability to work effectively with project managers, technical staff, consultants, contractors, agency staff, and external stakeholders.
Preferred Qualifications
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7+ years of document controls or records management experience supporting major transportation, transit, rail, or public infrastructure programs.
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Experience with light rail, commuter rail, heavy rail, State of Good Repair, transit facilities, or major transportation capital programs.
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Experience supporting an owner or owner's representative on major public infrastructure projects.
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Experience working within active design and construction environments with multiple contracts, consultants, contractors, and project teams.
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Experience administering a Common Data Environment (CDE) or enterprise document management platform such as ProjectWise, SharePoint, Aconex, Unifier, e-Builder, or comparable systems.
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Advanced experience administering SharePoint project sites, document libraries, metadata, permissions, and workflows.
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Experience supporting public disclosure, legal discovery, litigation holds, records searches, or public-records requests.
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Working knowledge of the Washington State Public Records Act and Washington State records retention requirements.
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Experience with document control requirements associated with FTA-funded transit programs or other federally funded capital programs.
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Experience reviewing and evaluating consultant or contractor Document Control Plans.
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Experience performing document control or records management audits.
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Experience leading project and contract closeout, including collection, indexing, reconciliation, packaging, and transfer of final records.
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Experience with configuration management and controlled-document environments.
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Experience working with engineering drawings, technical specifications, construction documents, RFIs, submittals, change documents, as-built records, and other complex project information.
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Experience supporting alternative delivery methods, including Design-Build, Progressive Design-Build, GCCM/CMGC, or other collaborative delivery models.
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Experience supporting State of Good Repair, rehabilitation, replacement, or modernization work in active transit operating environments.
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Relevant professional certification or training in records management, document control, information management, configuration management, or project controls is desirable.
Salary Range: $95,000 to $125,000 yearly
Location: Seattle, WA
Work Environment: Onsite
