Construction Management Document Controls Specialist

Job Description

Take Your Construction Career to the Next Level!

Kleinfelder, a Forbes' Top Employer for Engineers in North America, is committed to a people-first culture, technical excellence, and creating opportunities where employees can thrive!

Are you ready to be challenged, make a difference, and experience professional growth in your career? Kleinfelder is looking for you! From construction management and observation/inspection services to laboratory testing and materials and forensic engineering, our Construction Services market helps to develop and maintain America's infrastructure and supply chain and is a recognized industry leader with more than 25 accredited laboratories.

Step into Your New Role

Reporting to the CoMET Group Manager, the Construction Management Document Controls Specialist will be responsible for the organization, management, and maintenance of project documentation for transportation and infrastructure projects throughout Utah. This individual will oversee all aspects of document control, including processing, tracking, distribution, filing, archiving, and retrieval of project records in accordance with client and company requirements. The Document Controls Specialist will support multiple projects and clients while working closely with project managers, construction management staff, contractors, and stakeholders to ensure accurate and timely document management throughout the project lifecycle. In addition to project delivery responsibilities, this position will support business development initiatives through client engagement, relationship building, opportunity identification, and pursuit support, contributing to the continued growth of Kleinfelder's transportation and construction services practice throughout Utah.

Experience & Academic Requirements

• Bachelor's degree in Finance, Business, Project Management or equivalent combination of education and relevant experience. Master's preferred.
• Minimum fifteen (15) years of experience in document control, project administration, records management, or construction support services.
• Experience supporting transportation, infrastructure, or public works projects.
• Working knowledge of UDOT documentation requirements and project delivery processes preferred.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and SharePoint.
• Experience with electronic document management and collaboration platforms.
• Strong organizational, communication, and recordkeeping skills.
• Existing relationships within Utah's transportation industry are a plus.

Responsibilities

• Receive, distribute, track, and maintain project documentation between project teams, contractors, clients, and stakeholders.
• Develop and maintain document control logs, tracking databases, spreadsheets, and reporting tools.
• Ensure all project documents are processed and maintained in accordance with UDOT, client, contract, and company requirements.
• Facilitate document movement through correspondence, transmittals, email, and client document management systems.
• Maintain project records, correspondence logs, meeting records, schedules, reports, and other project documentation.
• Prepare project turnover packages and support project closeout activities.
• Attend project meetings and prepare meeting minutes, action item logs, and follow-up documentation.
• File and archive project records to ensure accurate retention and efficient retrieval.
• Support project managers and project teams with project administration and reporting activities.
• Assist in developing and improving document control procedures and best practices.
• Coordinate multiple projects and client requirements simultaneously.
• Provide guidance and support to junior staff as needed.
• Support proposal development, Statements of Qualifications (SOQs), interview preparation, and marketing initiatives.
• Develop and maintain strong working relationships with UDOT staff, local agencies, contractors, and teaming partners.
• Participate in client meetings, industry organizations, conferences, and networking events to support client engagement and growth initiatives.
• Identify opportunities for additional services and communicate those opportunities to project and operational leadership.
• Support strategic growth initiatives for Utah transportation and construction services markets.
• Perform other related duties as assigned.

Competencies & Skills

• Exceptional organizational and document management skills.
• Strong attention to detail and commitment to accuracy.
• Excellent written and verbal communication skills.
• Client-service focused with strong relationship-building abilities.
• Ability to manage multiple priorities and deadlines simultaneously.
• Dependable self-starter with strong follow-through.
• Effective problem-solving and critical-thinking skills.
• Team-oriented with the ability to work independently.
• Strong working knowledge of Microsoft Office and document management software.
• Ability to develop and maintain positive client relationships.
• Business-development mindset with an interest in supporting project pursuits, client engagement, and market growth.
• Knowledge of UDOT programs, transportation projects, and construction services markets preferred.

Position Conditions

Job may be performed in an office, field, or hybrid environment depending on project and client requirements. Periodic travel within Utah may be required to support project teams, client meetings, and business development activities.

Following an offer, candidates will be required to satisfactorily complete employment reference checks, verification of educational credentials, a motor vehicle report (MVR), and a comprehensive background check.

Why Join Kleinfelder?

As a member of the CoMET team, you will play an important role in supporting major transportation and infrastructure projects throughout Utah while helping strengthen relationships with key clients and industry partners. This position offers the opportunity to combine project delivery, client engagement, and professional growth within one of the region's leading transportation and construction services organizations.

Move Forward with Kleinfelder: Kleinfelder and its’ subsidiaries and affiliates, has been connecting great people to the best work since 1961. We are engineers, scientists, and construction professionals providing solutions that improve our clients’ transportation, water, energy, and other private infrastructure. As a responsive, cross-disciplinary team of bright, curious, and innovative problem-solvers, we are dedicated to doing the right thing, every day, on every project from over 110 offices in the US, Canada, and Australia. Connecting great people to the best work is our purpose – together, we deliver.

Progress with an Employer that Values You

Kleinfelder, and its’ subsidiaries and affiliates, is an inclusive organization free from discrimination. We are a stronger organization when we are a diverse workforce and believe that through diversity, equity, and inclusion comes creativity, innovation, and unity. We are proud to offer the following:

Benefits: Kleinfelder, and its’ subsidiaries and affiliates, offers an excellent compensation and benefits package, including: medical, dental, vision, life insurance, 401(k) plan, and paid holidays.

Career Development: We are committed to investing in the professional development of our staff, offering each employee every opportunity to grow, develop, and take control of their career paths. We support these efforts through reimbursements for continuing education as well as many of the expenses associated with trainings and certifications, and opportunities for career development through our internal Mentoring Program.

Equal Opportunity: Kleinfelder, and its’ subsidiaries and affiliates, is an Equal Opportunity Employer – Minorities/Women/Disabled/Veterans. (Compliant with the new VEVRAA and Section 503 rules)

NOTICE TO THIRD PARTY AGENCIES

Please note that Kleinfelder, and its’ subsidiaries and affiliates, does not accept unsolicited resumes from recruiters or employment agencies. In the absence of a signed Recruitment Fee Agreement, Kleinfelder, and its’ subsidiaries and affiliates, will not consider or agree to payment for any referral compensation or recruiter fee. In the event a recruiter or agency submits a resume or candidate without a previously signed agreement, Kleinfelder, and its’ subsidiaries and affiliates, explicitly reserves the right to pursue and hire those candidate(s) without any financial obligation to the recruiter or agency. Any unsolicited resume, including those submitted to hiring managers, are deemed to be the property of Kleinfelder.