Document Control Specialist

At Cumming Group, you will work on some of the world's most exciting projects in a dynamic environment where your success is measured by the impact you make. We are one of the fastest-growing project and cost management consultancies in the United States, as reflected in our top 10 rankings in ENR. With over 60 offices globally, an extremely diverse project portfolio, and double-digit year-over-year revenue growth, the opportunities to make your mark are limitless!

We are currently hiring for a Document Control Specialist located in Monterey Park, CA. This opportunity will have you working within our education project construction sector in support of school construction projects. The education team provides services to K-12 as well as higher education institutions nationally. You will be teaming with project, program, and client leadership to provide premier educational facilities for our nation’s youth and adults seeking to better themselves through learning.

Essential Duties & Responsibilities:

This position is responsible for maintaining the integrity, accuracy, organization, and accessibility of program documentation. The role supports document processing, records management, contract documentation, invoice tracking, public information requests, and data management while ensuring compliance with established program procedures and document control standards.

• Provide day-to-day support to the Document Control Manager in the administration and maintenance of the program's document control system.

• Process, review, distribute, and track incoming and outgoing project documentation in accordance with established document control procedures.

• Perform high-volume data entry while ensuring the accuracy and completeness of project records.

• Apply document coding and indexing standards to ensure proper classification, retrieval, and organization of electronic and hard-copy records.

• Maintain, organize, archive, and retrieve project documents using the DocView document management system.

• Perform records management activities, including document retention, archiving, and disposition in accordance with program policies and records retention requirements.

• Support the management and maintenance of contract documents, including tracking revisions, amendments, correspondence, and supporting documentation.

• Assist with processing, logging, and maintaining invoice documentation and related records to support program operations.

• Support responses to Public Information Requests (PIRs) by locating, organizing, and preparing requested documentation in accordance with applicable procedures and timelines.

• Verify documentation for completeness, accuracy, and compliance before distribution and filing.

• Coordinate with program staff and District personnel to obtain, distribute, and maintain required project documentation.

• Generate document tracking logs, reports, and status updates as requested by management.

• Maintain confidentiality of sensitive and proprietary program information.

• Assist with continuous improvement of document control processes and procedures.

• Perform other document control and administrative duties as assigned.

Knowledge & Skills Required:

• Experience with scanning and converting documents to various specified file formats.

• Knowledge of proper security and preservation of controlled data, documents & records.

• Utilize effective written and oral communication skills. 

• Understand how your role contributes to the organization's goals. 

• Deliver quality work product by role modeling organizational core values. 

• Hold self accountable to individual and team goals. 

• Consistently communicates and collaborates with team members and clients. 

• Build relationships with peers, leaders, and clients. 

• Proactively participate in self-development to continually enhance current skills and build new skills required to excel at current role and prepare for career progression. 

• Demonstrate ability to be dependable, diligent, and thorough. 

• Exercise creativity and resourcefulness in managing the project effectively in a compressed timeframe. 

Preferred Education and Experience:

• High School diploma or equivalent required. Associates or Bachelors degree preferred.

• A minimum of three (3) years of administrative support experience, preferably in the construction industry. Prior experience in document control or records management preferred.

• Experience performing data entry, document processing, filing, and records management.

• Experience working with contracts documents, invoices, and maintaining project records.

• Experience using electronic document management systems.

• Proficiency in MS Office Suite (Word, Excel, Outlook) and Adobe Acrobat.

• Experience using DocView or a comparable document management system is preferred.

• Strong organizational skills with the ability to manage multiple priorities while maintaining a high level of accuracy and attention to detail.

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Cumming Group is committed to providing Equal Employment Opportunity in its personnel policies and practices. It is Cumming Group’s policy to recruit, hire, train and promote Team Members and applicants for employment without regard to race, color, creed, religion, age, sex, marital status, registered domestic partner status, genetic information, sexual preference, sexual orientation, gender (including gender expression and gender identity), pregnancy (including childbirth or related medical conditions, including breastfeeding), military service, national origin, ancestry, citizenship, physical disability, mental disability, veteran status or any other protected classification under federal, state, or local law. All such decisions are based on (1) individual merit, qualifications, and competence as they relate to the particular position, and (2) promotion of the principle of equal employment opportunity.

All other terms and conditions of employment, such as compensation, benefits, transfers, layoff, return from layoff, training, education, and social and recreational programs, are administered without regard to the characteristics described above. To this end, Cumming Group complies with all provisions of Title VII of the Civil Rights Act of 1964 as amended, all of the rules, regulations and relevant orders of the Secretary of Labor, and all similar state and local laws.

In addition to base salary, Cumming Group offers a comprehensive benefits package including:

• Medical
• Dental Insurance
• Vision Insurance
• 401(k)
• 401(k) Matching
• Paid Time Off
• Paid Holidays
• Short and long-term disability
• Employee Assistance Program