Job Description

Position Overview:

InnoActive Group are leaders in providing project management and technology advisory primarily in public agencies and Fortune 500 entities. InnoActive Group has managed various construction and technology projects ranging in size from small projects to multi-billion-dollar capital programs.

We are seeking a detail-oriented Document Control Specialist to support project execution through effective document management, change order administration, and coordination with project and accounting teams. This role plays a critical part in ensuring project documentation is accurate, up to date, and compliant with internal procedures and regulatory requirements. The ideal candidate will be highly organized, proactive, and comfortable working in a fast-paced project environment while supporting multiple stakeholders.

Key Responsibilities

• Manage and maintain the document control system for all project deliverables including drawings, specifications, submittals, RFIs, change orders, contracts, and correspondence.
• Administer the change order process within the project management information system (PMIS), tracking CO status, approval workflows, and billing authorization.
• Assist with invoicing process, documentation and routing.
• Coordinate with accounting to ensure change orders included in contractor invoices are fully approved, properly documented, and reconciled against the CO log prior to payment processing.
• Issue, track, and distribute RFIs, submittals, and design documents; manage revision control and ensure all team members are working from current document sets.
• Support project managers and field staff with PMIS data entry, reporting, and system troubleshooting.
• Maintain organized electronic and physical filing systems in accordance with project record retention requirements and applicable regulations.
• Prepare and distribute document control reports including submittal logs, RFI logs, drawing logs, and CO aging reports.
• Assist with project closeout including final document assembly, as-built drawing coordination, and turnover package preparation.
• Enforce document control procedures and train project team members on system use and compliance requirements.

Requirements:

• Bachelor’s degree in Construction Management, Business Administration, Engineering, or a related field preferred (or equivalent work experience).
• 3+ years of experience in document control, project coordination, or project controls within construction, engineering, or similar industries.
• Experience working with Project Management Information Systems (PMIS).
• Strong understanding of document control processes, change order management, and project lifecycle documentation.
• High attention to detail with strong organizational and time management skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Strong communication and interpersonal skills with the ability to work cross-functionally with project teams and accounting.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook); experience with document management systems preferred.

If you are a results-driven, analytical thinker with a passion for ensuring successful project delivery, then we want to hear from you. Apply now to join our team as a Document Control Specialist and contribute to delivering solutions that make a difference in the lives of our customers.

We offer a competitive salary and benefits package, along with opportunities for professional development and advancement.

InnoActive Group is an equal opportunity organization and will not tolerate discrimination based on age, ethnicity, ancestry, gender, national origin, disability, race, size, religion, sexual orientation, socioeconomic background, or any other status prohibited by applicable law. InnoActive Group participates in e-Verify.

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