Lead Document Controller

Job Description

Saylor Consulting Group is seeking a full-time Lead Document Controller (Administrative Document Control Specialist) to support our client, the San Francisco Public Utilities Commission (SFPUC). The role provides document control, records management, and administrative services for the Moccasin Dam and Reservoir Long-Term Improvements Project, as part of an anticipated multi-year construction management contract. Work must be done in person. Under the contract, all services are performed onsite, full-time, at the project site in Moccasin, California (Tuolumne County), and remote work is allowed only at the SFPUC Regional Construction Manager's discretion.

The Lead Document Controller will support construction management of a major water infrastructure project within the SFPUC's Hetchy Capital Improvement Program. The project will increase spillway capacity at Moccasin Dam, an earth and rockfill dam built in 1930. Planned work includes utility relocation, heavy excavation, retaining walls, a new concrete spillway, a concrete bridge, and downstream creek improvements. The project uses the Construction Manager/General Contractor (CM/GC) delivery method, with construction expected from late 2028 through 2032.

Working under the SFPUC Regional Construction Manager and the Resident Engineer, the Lead Document Controller will run document control and records management for all documentation received or generated during construction. The role keeps the project record complete, organized, and audit-ready. It also supports labor compliance through review of the contractor's certified payroll. All work follows the HCIP Construction Management Plan and SFPUC CM procedures.

 

Daily Duties

• Implement and maintain document control and records management procedures for all project documentation, in line with the HCIP CM Plan.
• Administer the project's Construction Management Information System (CMIS). This includes logging, filing, and distributing incoming and outgoing correspondence, submittals, RFIs, change documents, reports, and other project records.
• Review and audit the contractor's certified payroll for completeness and compliance with prevailing wage and contract requirements, and track and follow up on deficiencies.
• Support administration of the Project Labor Agreement (PLA) by maintaining the related labor compliance records.
• Maintain document logs, transmittals, and tracking reports, and flag overdue items to the Resident Engineer and Office Engineering staff.
• Coordinate with the Lead Office Engineer and Assistant Office Engineer on routing and filing of submittals, RFIs, Requests for Substitution, and contract document revisions.
• File and track daily inspection reports, materials testing records, survey records, and other quality documentation produced by the inspection team.
• Support the Field Contract Administrator by keeping change order documentation and correspondence organized and retrievable.
• Help assemble monthly and quarterly progress reports, monthly CM consultant status reports, and contractor payment application packages.
• Schedule meetings, manage calendars, and prepare and distribute agendas, sign-in sheets, and meeting minutes for weekly progress meetings and other project meetings.
• Track team training and safety certifications, including Cal/OSHA 10-hour and 30-hour compliance after Notice to Proceed.
• Support project office mobilization and demobilization, including setup of filing systems and records storage.
• Coordinate with environmental compliance staff to file and retain environmental inspection reports, monitoring records, and regulatory correspondence.
• Support project closeout by organizing turnover documentation, warranties, and record drawings, and by preparing and transferring all project files for archiving in accordance with SFPUC requirements.

 

Minimum Qualifications

• At least 3 years of experience as an Administrative Document Control Specialist (or equivalent document control role) in construction management of heavy civil construction projects for a public utility.
• Experience as the Administrative Document Control Specialist on at least one completed, verifiable water infrastructure project of similar type and scope (e.g., dams, reservoirs, spillways, or other water infrastructure).
• The project must have had a construction value over $10 million and been completed within the past 10 years.
• At least 2 years of experience within the last 5 years using office management software, such as a Construction Management Information System (CMIS), Microsoft Word, Excel, PowerPoint, and Outlook (email and calendars).
• Experience reviewing and auditing contractors' certified payroll.
• Valid driver's license issued by any U.S. state.
• Ability to obtain Cal/OSHA 10-hour safety training certification within 30 days of contract Notice to Proceed, if not already held.
• Exceptional organization and attention to detail, with the ability to manage high document volumes accurately.
• Strong written and verbal communication skills, and comfortable working with owner representatives, contractors, engineers, and inspectors.
• Ability to manage multiple deadlines and priorities in a fast-paced construction environment.
• Familiarity with California prevailing wage requirements and Project Labor Agreements.
• Experience with construction management platforms such as Procore, e-Builder, Unifier, or similar systems.
• Experience on projects using alternative delivery methods, especially Construction Manager/General Contractor (CM/GC).
• Familiarity with SFPUC or other public agency records management and construction management procedures.

 

Featured Benefits

401(k), Medical Insurance, Dental Insurance, 100% employer paid premiums

 

Additional Information

Saylor Consulting Group (SCG) is a great place to work where your opinion matters, where you can grow with a supportive staff and make a difference in our project outcomes. We are proud to be an advisor on some of the largest, most technically complex projects in the nation. Our business is thriving and we offer unlimited opportunities for growth and career advancement. Additionally, we offer a competitive rate, flexibility, and an environment that recognizes and rewards hard work, with unlimited opportunities for professional development and advancement.  Salary is commensurate to education and experience and we offer a competitive full benefits package to full-time employees.

We seek like-minded professionals who have a passion for estimating, drive to achieve results, creative problem-solving ability, and a dedication to client service and relationship management. We want our people to succeed both in work and life. To support this we promote a healthy, productive and flexible working environment that respects work-life balance. Come join us and partner with our world-class team and do your best work.

Please apply by emailing a brief cover letter and CV to nsaylor@saylorconsulting.com. We look forward to hearing from you! Saylor Consulting Group is an equal opportunity employer and makes hiring decisions solely on the basis of merit.