Document Controller / Office Manager

I. Office Management Responsibilities

• Manage day-to-day office operations including supplies, scheduling, space planning, vendor coordination, travel, onsite logistics, among others.
• Coordinate and document meetings, prepare agendas, take minutes, and track action items across project leadership teams.
• Serve as the primary administrative liaison between the teams working on the project, remote project personnel, and corporate offices.
• Maintain office records, correspondence, calendars, and project administrative logs.
• Assist with travel arrangements, expense coordination, and visitor management.
• Support creation of presentations, project communications, and documentation packages as required.
• Maintain confidentiality and ensure secure handling of sensitive project documentation.

II. Document Control Responsibilities

Document Management System (DMS) Administration

• Establish and maintain the project document control system (Procore, Autodesk, or similar per project guidance).
• Manage document workflows for design, construction, permitting, and administrative deliverables.
• Maintain document numbering systems, metadata standards, transmittal logs, and revision control.

Document Processing & Quality Control

• Receive, review, classify, register, and distribute incoming documents, including:
• Drawings
• RFIs
• Submittals
• Reports
• Specifications
• Contracts / amendments
• Perform quality checks for accuracy, completeness, formatting, and compliance with project conventions.
• Maintain current and superseded versions per project protocols.

Interface & Coordination

• Coordinate document flow between project teams, subcontractors, consultants, permitting authorities, client representatives and other key interphases.
• Support timely review cycles by tracking deadlines, notifying reviewers, and following up to ensure compliance.
• Facilitate internal and external audits by providing accurate documentation and traceability.

Records Management

• Develop and maintain structured file libraries using EDMS, SharePoint, or other CDE platforms.
• Ensure secure document storage, backup, archiving, and disposal according to contract and regulatory requirements.
• Maintain a live deliverable register with status, due dates, and forecast dates.
• Ensure full compliance with all established cybersecurity protocols

Skills

• Highly organized and detail-oriented.
• Strong interpersonal and client-facing communication skills.
• Proactive, adaptable, and able to manage competing priorities.
• High integrity in managing confidential information.
• Ability to train team members on document control processes and tools.
• Prior experience on major infrastructure, water, EPC, or design-build projects.
• Strong writing, formatting, and document-tracking skills.
• Excellent organizational, communication, and multitasking skills.
• Additional preferred, not required:
• Familiarity with ISO 19650 principles and Common Data Environment workflows

Required Skills and Competencies

• High school diploma required; Associate's or Bachelor's degree preferred.
• Experience in administrative support, office management, or document control for engineering, construction, or large infrastructure projects.
• Proficiency in Microsoft Office Suite and familiarity with EDMS platforms (Procore, Autodesk, Asite, ProjectWise, SharePoint, or similar).
• Strong understanding of document control procedures, technical documentation, and revision control.

Additional information

ACCIONA has been given the Top Employer 2022, 2023, 2024 & 2025 certification in US, as well as the Top Employers North America 2022, 2023, 2024 & 2025 seal, which certifies the company's commitment to excellence in human resources management and those who focus on putting their people first through their exceptional HR policies. We invite everyone to apply regardless of origin, circumstances, background or condition.