Document Control Specialist - Utilities (Oakland)

Overview:

We are seeking a detail-oriented Document Control Specialist to support regulated utility infrastructure projects by managing, tracking, and maintaining project documentation in accordance with established utility standards and procedures. This role ensures document accuracy, version control, compliance, and timely distribution across engineering, construction, and project management teams. The ideal candidate has experience supporting capital projects in a utility or similarly regulated environment and can manage documentation across multiple active projects simultaneously.

Key Responsibilities:

• Manage and maintain project documentation in accordance with utility document control standards, procedures, and compliance requirements.
• Control the full document lifecycle for project records, including drawings, specifications, permits, contracts, RFIs, submittals, change documentation, and closeout packages.
• Ensure proper document version control, naming conventions, approval workflows, and audit readiness.
• Distribute documents accurately and timely to internal stakeholders, contractors, and external agencies.
• Maintain document logs, transmittals, and tracking reports to support project execution and construction readiness.
• Perform quality checks to ensure documents are complete, accurate, and compliant with regulatory and project requirements.
• Support project audits, turnover packages, and archival of records in accordance with retention policies.
• Coordinate closely with project managers, engineers, construction teams, and permitting staff to resolve documentation gaps or discrepancies.
• Support multiple concurrent projects while meeting established deadlines and reporting requirements.

Required Qualifications:

• Associate degree or higher in Business, Construction Management, Information Management, or a related field, or equivalent experience.
• 3+ years of document control experience supporting construction, engineering, utilities, or other regulated infrastructure projects.
• Experience managing documentation for multiple concurrent projects .
• Strong knowledge of document control best practices, records management, and compliance-driven workflows.
• Proficiency in Microsoft Office Suite , including Word, Excel, Outlook, and SharePoint.
• High attention to detail with strong organizational and time management skills.
• Effective written and verbal communication skills.
• Ability to work independently and collaboratively in a structured, compliance-driven environment.

Preferred Qualifications:

• Familiarity with document management systems such as SharePoint, Aconex, Procore, or similar platforms.
• Experience handling permitting, regulatory, and inspection-related documentation.
• Experience supporting project closeout and records turnover in accordance with utility or regulatory standards.

Perks & Benefits

• Hybrid Work Model – Enjoy a balance of remote and in-office work to enhance work-life harmony.
• Climbing PTO – Annual increasing paid time off for freedom and flexibility.
• Paid Holidays – Observance of 9 federal holidays.
• Health & Wellness – Programs and initiatives to prioritize physical and mental well-being.
• Comprehensive Benefits – Medical, dental, and vision coverage, along with retirement plans with company match.
• Career Growth Opportunities – Robust learning and development programs for professional advancement.
• Culture-Focused Environment – Thrive in an inclusive, vibrant culture that values diversity, teamwork, and respect.