Document Specialist

Location: Houston, TX

Schedule: Hybrid – combination of onsite and remote work

Employment Type: Long-Term Contract

Duration: 12+ Months

Position Overview

We are seeking an experienced Document Specialist to support a large-scale project based in Houston, TX. This is a long-term contract opportunity with a hybrid work schedule.

The Document Controller will be responsible for organizing, maintaining, tracking, and distributing project documentation throughout the project lifecycle. This individual will work closely with project management, engineering, construction teams, contractors, and administrative personnel to ensure project records are accurate, properly controlled, and readily accessible.

Key Responsibilities

• Establish and maintain document control procedures for the project.
• Manage project documentation within SharePoint and other electronic document management systems.
• Create and maintain project document registers, transmittal logs, distribution lists, and tracking systems.
• Track document submissions, reviews, revisions, approvals, and final disposition.
• Ensure documents follow established naming, numbering, filing, and version-control standards.
• Maintain organized electronic repositories and appropriate user access permissions.
• Coordinate document flow between project management, engineering, field personnel, contractors, and other stakeholders.
• Monitor required project deliverables and identify missing or overdue documentation.
• Reconcile document registers and deliverable lists against records received.
• Maintain accurate status reporting for outstanding and completed documentation.
• Manage confidential, sensitive, and restricted project information appropriately.
• Support field teams with document management and recordkeeping activities.
• Assist with the organization and retention of electronic and hardcopy project records.
• Support turnover packages, final documentation, and project closeout activities.
• Maintain project records through completion and transfer to the appropriate long-term recordkeeping system.
• Provide additional project documentation and administrative support as needed.

Qualifications

• Previous experience in document control, project controls, records management, or project administration within an engineering, construction, energy, infrastructure, or similar project environment.
• Experience working with SharePoint or comparable document management platforms.
• Strong understanding of document tracking, revision control, transmittals, document registers, and project filing systems.
• Strong organizational skills and attention to detail.
• Ability to manage a high volume of documents while maintaining accuracy.
• Comfortable coordinating with project managers, engineers, construction personnel, contractors, and other project stakeholders.
• Proficiency with Microsoft Office and electronic document management systems.

This is a 12+ month contract position based in Houston, TX, offering a hybrid work schedule.