Document Assistant Jobs in California (NOW HIRING)

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AECOM is seeking a Document Controller for our office in Sacramento, California. This position will support the development, management and maintenance of program documents and records throughout the project lifecycle, helping ensure information is accurate, traceable, secure and readily accessible to project teams and stakeholders.

The Document Controller will help administer the program's Document Control System (DCS), maintain document standards and workflows, support version control and records management, and promote consistent document control practices across contracts and project teams. The role will work closely with state personnel, consultants, contractors and internal teams to support timely document submission, review, approval, distribution and retrieval.

This position will also support document control procedures, training, audits and reporting while helping maintain compliance with contractual, regulatory and quality management requirements.

Key responsibilities

• Establish and maintain document control systems, workflows and procedures for document submission, review, approval, distribution, retention and retrieval.
• Support the setup and configuration of the Document Control System (DCS), including folder structures, metadata requirements, naming conventions, workflows, user roles and permissions.
• Receive, review and log documents from contractors, consultants and internal teams, ensuring required metadata and document information are accurate and complete.
• Maintain master project records, document revisions and version control while ensuring compliance with established formatting, numbering and naming conventions.
• Coordinate with contractors, consultants and internal stakeholders to support timely document submissions, reviews, approvals and retrieval.
• Maintain and update the Document Control Management Guide (DCMG), procedures, templates and reference materials to reflect current program requirements and system changes.
• Monitor document status, review turnaround times and workflow bottlenecks, and prepare dashboards, trackers and reports for project leadership.
• Perform periodic document and system audits to identify missing records, metadata issues, overdue reviews, unauthorized revisions or approval gaps and support corrective actions.
• Support document archiving, retention requirements, project closeout, audits, handovers, legal holds and public records requests as applicable.
• Assist with the development and implementation of standardized document control policies, procedures, templates and tools across contracts and project teams.
• Provide onboarding, training and ongoing user support for document control processes and systems, including maintaining training materials and records.
• Support compliance with applicable quality management, contractual, legal and regulatory requirements, including ISO 9001:2015 and relevant Federal Highway Administration (FHWA) and Federal Transit Administration (FTA) requirements.
• Support internal and external audits related to document traceability, version control, records management and document control procedures.
• Evaluate document control processes and recommend practical improvements that strengthen consistency, efficiency and system effectiveness.
• Establish and maintain effective working relationships with project staff, state personnel, consultants, contractors and other program stakeholders.

Minimum requirements

• BA/BS plus 4 years of relevant experience or demonstrated equivalency of experience and/or education.

Preferred qualifications

• Experience providing document control or records management support for large infrastructure, transportation, construction or capital improvement programs.
• Experience administering or supporting an electronic document management system or Document Control System (DCS).
• Experience managing document workflows, metadata, revision control, document numbering, transmittals, approvals and records retention requirements.
• Experience working with contractors, consultants, government agencies or multidisciplinary project teams in a program or project delivery environment.
• Knowledge of document control quality assurance and quality control practices and audit requirements.
• Familiarity with ISO 9001:2015 quality management requirements and document control practices associated with federally funded transportation programs.
• Experience developing document control procedures, user guides, training materials, dashboards or document status reports.
• Strong organizational, communication and analytical skills with the ability to manage multiple document workflows and priorities accurately.
• Proficiency with Microsoft Office applications and document management, collaboration or project information management platforms.

• Sponsorship is not offered for this position.

At AECOM, we are committed to maintaining a secure and trustworthy recruitment process and take any fraudulent hiring activity seriously. To support this commitment, all newly hired employees are required to attend an in-person Day 1 onboarding at an AECOM office location as a condition of employment.

About AECOM 

AECOM is proud to offer comprehensive benefits to meet the diverse needs of our employees. Depending on your employment status, AECOM benefits may include medical, dental, vision, life, AD&D, disability benefits, paid time off, leaves of absences, voluntary benefits, perks, flexible work options, well-being resources, employee assistance program, business travel insurance, service recognition awards, retirement savings plan, and employee stock purchase plan. 

AECOM is the global infrastructure leader, committed to delivering a better world. As a trusted professional services firm powered by deep technical abilities, we solve our clients' complex challenges in water, environment, energy, transportation and buildings. Our teams partner with public- and private-sector clients to create innovative, sustainable and resilient solutions throughout the project lifecycle - from advisory, planning, design and engineering to program and construction management. AECOM is a Fortune 500 firm that had revenue of $16.1 billion in fiscal year 2025. Learn more at aecom.com. 

What makes AECOM a great place to work 

You will be part of a global team that champions your growth and career ambitions. Work on groundbreaking projects - both in your local community and on a global scale - that are transforming our industry and shaping the future. With cutting-edge technology and a network of experts, you'll have the resources to make a real impact. Our award-winning training and development programs are designed to expand your technical expertise and leadership skills, helping you build the career you've always envisioned. Here, you'll find a welcoming workplace built on respect, collaboration and community-where you have the freedom to grow in a world of opportunity. 

As an Equal Opportunity Employer, we believe in your potential and are here to help you achieve it. All your information will be kept confidential according to EEO guidelines.