About the role
Overview
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.
Responsibilities
Document Control & Information Management
Lead document control activities for assigned transportation and transit projects and programs.
Administer and maintain
electronic document management systems, common data environments, project repositories, SharePoint sites, and project team sites
.
Establish and maintain electronic and hard-copy filing structures, document registers, logs, record inventories, metadata, and indexing standards.
Manage the receipt, registration, routing, distribution, storage, retrieval, and archival of project documents and correspondence.
Maintain control of project documentation including
drawings, specifications, technical reports, correspondence, submittals, RFIs, meeting records, change documentation, contract records, and other controlled project information
.
Verify document numbering, naming conventions, metadata, revision status, format, and completeness prior to distribution or filing.
Maintain accurate and current project record inventories and document registers.
SharePoint, CDE & Systems Administration
Administer and maintain
SharePoint and related electronic document management platforms
in support of project teams.
Establish and maintain site structures, libraries, folders, metadata, permissions, workflows, and document access controls.
Support users in the effective use of SharePoint, Adobe, scanning tools, and document management systems.
Coordinate with information technology, project controls, configuration management, records management, and project teams to maintain consistent document and data practices.
Identify opportunities to improve document management workflows, system performance, user adoption, and information accessibility.
Records Management & Retention
Maintain project and program records in accordance with applicable
records retention schedules, agency policies, contractual requirements, and regulatory requirements
.
Support digitization, indexing, storage, retrieval, and disposition of current and legacy project records.
Coordinate preparation and transfer of records for off-site or long-term storage.
Work closely with agency records management personnel to support retention, archival, and disposition requirements.
Maintain traceability between active project documentation and long-term agency records.
Support lifecycle management of project records from creation through final disposition.
Public Disclosure & Legal Support
Support
public disclosure requests, records searches, litigation support, and legal document requests
by identifying, retrieving, organizing, and providing responsive project records.
Maintain working knowledge of applicable
Washington State public disclosure requirements, records laws, and agency policies
.
Perform detailed document searches using electronic and hard-copy repositories.
Maintain confidentiality and appropriately manage sensitive, privileged, or restricted project information.
Coordinate with agency legal, public disclosure, records management, and project teams as required.
Document Control Procedures & Process Improvement
Develop, implement, maintain, and update
document control procedures, desktop instructions, workflows, standards, templates, and guidance documents
.
Interpret and apply project, program, agency, and contractual document control requirements consistently across assigned projects.
Evaluate existing document control practices and recommend improvements to increase efficiency, accuracy, consistency, and compliance.
Monitor effectiveness of document control processes and implement corrective actions or process improvements as needed.
Maintain knowledge of evolving document control, records management, information management, and regulatory requirements.
Support development and continuous improvement of Cordoba's document controls standards and practices.
Project & Contract Closeout
Lead document control activities associated with
project, contract, and work-package closeout
.
Coordinate with project teams, contractors, consultants, records management, and document control staff to identify required final records.
Collect, review, index, reconcile, package, and transfer final project and contract documentation.
Verify completeness and accuracy of final records prior to archival or transfer to long-term storage.
Track outstanding documentation and support resolution of closeout deficiencies.
Maintain closeout logs and documentation demonstrating completion of records requirements.
Consultant & Contractor Oversight
Review
consultant and contractor Document Control Plans
, procedures, and proposed systems for compliance with project and agency requirements.
Monitor consultant and contractor document control performance throughout project delivery.
Identify deficiencies, inconsistencies, or compliance issues and coordinate appropriate corrective action.
Provide guidance regarding document numbering, metadata, filing, distribution, retention, submittal processing, and closeout requirements.
Coordinate document control requirements across multiple consultants, contractors, project teams, and third parties.
Audits & Compliance
- Perform document control and records management audits to verify compliance with established standards, procedures, and contractual requirements.
- Develop audit documentation, identify findings and observations, and prepare clear audit reports.
- Coordinate with project teams and field offices to resolve audit findings and implement corrective actions.
- Support maintenance of audit schedules, procedures, templates, and tracking systems.
- Review audit reports prepared by others and provide technical feedback.
- Maintain accountability and compliance with applicable federal, state, local, agency, and contractual requirements.
Configuration & Change Control Support
Support
configuration management and change control
by maintaining controlled documentation, revision histories, approvals, and record traceability.
Coordinate distribution and maintenance of controlled manuals, procedures, drawings, and other configuration-controlled information.
Work with configuration management and project controls teams to maintain alignment between current approved documents and project changes.
Support document traceability associated with design revisions, contract changes, construction changes, and final as-built documentation.
Training & Technical Leadership
Provide technical guidance and day-to-day support to document control coordinators and other project staff.
Train new users, project teams, contractors,