Document Management Associate Jobs (NOW HIRING)

STV is seeking a Document Controls Manager to join our Project Controls department at our Sacramento, CA office.

STV is seeking a highly organized and experienced Document Controls Manager to support major capital improvement and public infrastructure programs throughout California. This position will be responsible for establishing, maintaining, and administering comprehensive document control processes, systems, and procedures across a portfolio of complex construction projects. The ideal candidate will possess strong experience with document management platforms, construction project controls processes, public-sector records management requirements, and the coordination of documentation among owners, consultants, contractors, and stakeholders.

The Document Controls Manager will play a key role in ensuring the accuracy, integrity, accessibility, and retention of project documentation while supporting compliance with public records requirements, audit requests, and agency reporting standards.

Responsibilities

• Establish and maintain document control systems, file structures, naming conventions, and document workflows across a portfolio of capital construction projects.

• Develop, implement, and enforce document control procedures, standards, and best practices to ensure consistency and compliance across all projects.

• Administer and maintain project submittal logs, Request for Information (RFI) logs, change order logs, action item registers, and related project tracking systems.

• Control drawing, specification, and contract document revisions while maintaining current-set integrity throughout all project phases.

• Manage contract document repositories, version control processes, document distribution lists, access permissions, and revision histories across multiple consultant and stakeholder organizations.

• Support implementation, configuration, and administration of web-based project management and document management platforms utilized by project teams.

• Coordinate document review, approval, distribution, and archiving processes for project stakeholders, consultants, contractors, and client representatives.

• Maintain records retention practices in accordance with Judicial Council policies, public-sector requirements, organizational standards, and applicable public records regulations.

• Monitor document quality, completeness, and compliance with established project controls and document management procedures.

• Prepare and assemble document packages supporting audits, Department of Finance reviews, executive reporting requirements, and public records requests.

• Provide training, guidance, and ongoing support to Judicial Council staff, project teams, consultants, and contractors regarding document control procedures and system usage.

• Generate document control reports, dashboards, and performance metrics to support project management and executive decision-making.

• Support project managers, cost engineers, schedulers, and other project controls personnel by ensuring timely access to accurate project documentation.

• Coordinate document closeout activities, turnover packages, archiving efforts, and long-term records management requirements.

• Identify opportunities to improve document management processes, workflows, reporting capabilities, and system utilization.

Required Qualifications

• Associate's or Bachelor's degree in Construction Management, Business Administration, Information Management, Engineering, or a related field; equivalent relevant experience may be considered in lieu of formal education.

• Minimum of five (5) years of document control experience supporting capital construction, infrastructure, facilities, or public-sector programs.

• Demonstrated experience establishing and administering document management systems and document control procedures on large-scale construction projects.

• Strong knowledge of construction documentation including drawings, specifications, RFIs, submittals, change orders, contracts, meeting records, and project correspondence.

• Experience managing document repositories, user permissions, version control, and document retention requirements.

• Proficiency with document management and project management platforms such as Procore, e-Builder, Aconex, SharePoint, Autodesk Construction Cloud, or comparable systems.

• Strong organizational, analytical, and problem-solving skills with exceptional attention to detail.

• Excellent written and verbal communication skills.

• Ability to manage multiple priorities and coordinate activities across numerous projects and stakeholder groups.

Preferred Qualifications

• Experience supporting public-sector capital programs, government agencies, courthouse facilities, or similar institutional construction projects.

• Familiarity with Judicial Council project delivery processes, records retention policies, and public records requirements.

• Experience preparing and coordinating documentation for audits, regulatory reviews, and compliance assessments.

• Knowledge of project controls principles including cost management, scheduling, reporting, and change management processes.

• Experience training users and administering enterprise-level document management systems.

• Advanced proficiency with Microsoft Office Suite, including Excel, Word, PowerPoint, and SharePoint.

Compensation Range:

STV offers the following benefits Health insurance, including an option with a Health Savings Account Dental insurance Vision insurance Flexible Spending Accounts (Healthcare, Dependent Care and Transit and Parking where applicable) Disability insurance Life Insurance and Accidental Death & Dismemberment 401(k) Plan Retirement Counseling Employee Assistance Program Paid Time Off (starting at 16 days) Paid Holidays (9 days) Back-Up Dependent Care (up to 10 days per year) Parental Leave (up to 80 hours) Continuing Education Program Professional Licensure and Society Memberships

STV is committed to paying all of its employees in a fair, equitable, and transparent manner. The listed pay range is STV's good-faith salary estimate for this position. Please note that the final salary offered for this position may be outside of this published range based on many factors, including but not limited to geography, education, experience, and/or certifications.

Not sure this role is the perfect match? We encourage you to apply if STV's work and values resonate with you. We know great candidates don't always meet every qualification, and research shows women and people of color are less likely to apply unless they do. At STV, we believe strong talent comes from a wide range of backgrounds, and your skills and experience may align with this or another opportunity as we continue to grow.