Document Controls Specialist

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🔥 3 minutes ago

🏄 California – Remote

🏄 California – Remote

💵 $24 - $25 / hour

⏰ Full Time

🟡 Mid-level

🟠 Senior

👻 Ghost score 0%

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Matrix PMO

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2002

💼 Consulting

⚡ Energy

Consulting • Energy

Matrix PMO is a project management services firm (Matrix Business Concepts, LLC) that provides turnkey Project Management Office (PMO) services, project controls, project oversight, managed task services, professional staffing, direct hire placements, and consulting. They emphasize people, process, and predictability to deliver disciplined execution from initiation through closeout. Matrix serves nuclear and utility organizations and other critical infrastructure sectors including traditional nuclear & SMR, power generation, transmission & distribution, data centers, and EPC contractors. The company is a Service Disabled Veteran-Owned Small Business (SDVOSB) founded by a veteran and operates with a mission-focused mindset; they also support veterans and military spouses through hiring programs. Matrix highlights $1B+ turnkey PMO contracts managed, 15M+ supervised project man hours, and rapid staffing (average 16 days to fill a role). They offer long-term strategic partnerships and emphasize schedule discipline, cost control, and accountability.

📋 Description

• Establish and administer document-control processes for assigned capital and construction projects • Develop and maintain project document-control plans, procedures, workflows, numbering conventions, metadata requirements, and distribution matrices • Receive, register, classify, review, distribute, track, and archive project documentation • Maintain document registers and current document status, ownership, revision, approval, and distribution information • Control engineering drawings, specifications, calculations, procedures, data sheets, reports, contracts, purchase orders, correspondence, and other project records • Manage contractor, consultant, supplier, and equipment-vendor document submissions and review workflows • Process and track submittals, transmittals, requests for information, technical queries, design changes, field changes, and other controlled project communications • Verify compliance with naming, numbering, formatting, metadata, and submission requirements • Route documents to reviewers and approvers and monitor workflow status through completion • Follow up on overdue reviews, approvals, responses, and document deliverables • Control superseded or obsolete documents and maintain revision histories and records traceability • Support controlled distribution of current drawings and specifications • Perform periodic document audits and coordinate corrective action for missing, inconsistent, duplicate, or improperly revised documents • Produce document-control reports on submission status, review-cycle performance, overdue items, upcoming deliverables, and turnover readiness • Coordinate document requirements with engineering, procurement, construction, quality, project controls, and project management teams • Support project meetings with current document status and follow-up tracking • Maintain access permissions and protect confidential, proprietary, commercial, and technical information • Assist project members, contractors, and vendors with document-system access, procedures, and submission requirements • Support PMO document-control standards, templates, training materials, and governance processes • Coordinate collection, review, indexing, and turnover of final project records • Support project closeout and transfer complete, approved, and indexed documentation to operational or records-management systems • Maintain records according to Element Solutions requirements and applicable contractual, regulatory, quality, and retention standards • Perform primarily office and non-manual work • Interface with managers or department heads requiring integration of multiple functional organizations • Use lessons learned to improve future projects and recommend policies and procedures to MATRIX

🎯 Requirements

• Demonstrated experience performing document control for capital, engineering, construction, manufacturing, or industrial projects • Experience managing technical documents, engineering drawings, specifications, vendor submittals, transmittals, and formal review workflows • Strong understanding of document numbering, metadata, revision control, distribution, approval status, and records traceability • Experience maintaining document registers and monitoring document deliverables across multiple organizations or disciplines • Ability to review submissions for compliance with established document-control requirements • Strong attention to detail and ability to identify inconsistencies, missing information, and revision-control issues • Ability to manage a high volume of documents, workflows, deadlines, and stakeholder requests • Strong written and verbal communication skills • Proficiency with Microsoft Office, SharePoint, and electronic document-management or collaboration systems • Ability to work independently while coordinating with project teams, contractors, consultants, and vendors • Ability to appropriately handle confidential, proprietary, commercial, and technical information • Ability to manage multiple assignments, deadlines, meetings, and stakeholder requests simultaneously • Clear, concise, and effective fluency in the English language is essential • Preferred: experience supporting high-value industrial construction or manufacturing-facility projects • Preferred: experience working within a corporate PMO or supporting multiple capital projects • Preferred: experience with engineering and construction document-management systems • Preferred: familiarity with Oracle Primavera Cloud or comparable enterprise project-management platforms • Preferred: experience supporting engineering, procurement, construction, commissioning, start-up, and project closeout • Preferred: familiarity with requests for information, technical queries, submittals, change documentation, and issued-for-construction workflows • Preferred: experience assembling final turnover packages and validating as-built, vendor, quality, commissioning, and operating documentation • Preferred: experience supporting specialty metals, chemical processing, advanced manufacturing, or similar industrial facilities

🏖️ Benefits

• 12-month duration • Remote work with light travel to select sites

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