Job Description
Company Overview
We are an Engineering Consulting Firm that provides specialized technical services to the Pharmaceutical, Biotechnology, and Medical Device industries throughout Puerto Rico. Our team delivers innovative, compliant, and efficient solutions that support our clients’ operations and regulatory goals.
We are seeking a Document Control Specialist to support a large-scale facility/structural improvement project for one of our key clients.
Position: Document Control Specialist – Project Support Reports To: Project Manager / Director of Operations
Location: Main Office
Employment Type: Full-time – Project-Based Role
Education: Bachelor’s Degree (required)
The Document Control Specialist is responsible for managing, organizing, and maintaining all project documentation throughout the lifecycle of a large construction and facility improvement project.
This role functions similarly to an Administrative Assistant with strong project documentation experience , ensuring accurate record-keeping, contract file management, controlled document distribution, version tracking, and the preparation of the Project Turnover Package .
The role requires strong organizational skills, attention to detail, and the ability to manage high volumes of documentation in a fast-paced and highly regulated environment.
Key Responsibilities Document ManagementMaintain and control all project documents including engineering drawings, specifications, submittals, RFIs, meeting minutes, reports, logs, permits, contracts, and correspondence.
Ensure all documents follow the project’s document control processes, naming conventions, revision control, and approval workflows.
Manage document distribution to internal teams, contractors, suppliers, and client representatives.
Track and file incoming and outgoing documentation, ensuring proper authorization.
Maintain accurate logs for RFIs, submittals, transmittals, change orders, and similar project records.
Lead the compilation and organization of the Project Turnover Package including:
as-built drawings
test reports
inspection records
commissioning & qualification documents
warranties
vendor data
certificates and closeout documentation
Ensure all turnover documents meet client and regulatory requirements.
Coordinate with engineering, contractors, and quality teams to collect all required documentation.
Organize and maintain project folders (physical and digital).
Support scheduling of meetings, document distribution, and communication between project stakeholders.
Assist with preparation of presentations, reports, and summaries.
Support contract documentation including filing, tracking contract revisions, and monitoring vendor compliance.
Maintain version control and ensure proper archival of all project records.
Ensure documentation complies with internal procedures, client requirements, and industry standards.
Support audits and reviews of project documentation.
Maintain confidentiality and strict control over sensitive information.
Bachelor’s Degree (BA) required (Business Administration, Engineering, Project Management, or related field preferred).
3–5 years of experience in document control, administrative project support, or similar roles.
Experience working in construction, engineering, or regulated industry projects.
Strong organizational skills and attention to detail.
Ability to manage high-volume documentation under pressure.
Proficiency in MS Office 365 (Word, Excel, Outlook, PowerPoint).
Ability to learn and manage document control systems.
Excellent communication skills in English and Spanish.
Experience with project contract documentation.
Familiarity with construction project terminology and workflows.
Experience with submittal logs, RFI logs, and project tracking tools.
Experience preparing turnover packages for construction or engineering projects.
Knowledge of SharePoint, OneDrive, or similar document management platforms.
Organization & filing
Documentation accuracy
Recordkeeping & logs
Attention to detail
Deadline management
Communication
Confidentiality
Team coordination
Multi-tasking
Data entry & tracking
Ability to work in an office or project site environment.
Ability to sit, organize files, and manage documentation for extended periods.
Ability to visit project areas as required.
Ability to work extended hours when project deadlines require it.
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