Document Controls/ Office Engineer

Position Summary

The Office Engineer / Document Control professional is responsible for managing, maintaining, and administering all project documentation, contract records, and administrative processes for complex public and private infrastructure projects. The role supports project delivery by ensuring document accuracy, compliance, accessibility, and alignment with contractual, regulatory, and agency requirements. This position serves as a central coordination point between field teams, management, consultants, contractors, and public agencies.

Key Responsibilities Document Control & Project Administration

Establish, maintain, and manage project document control systems in accordance with agency standards and internal procedures.

Process, track, distribute, and archive construction documents including correspondence, submittals, RFIs, change orders, meeting minutes, reports, and logs.

Ensure timely routing and proper version control of all project records.

Maintain electronic and hard-copy filing systems using platforms such as WongCMS, Procore, SharePoint, C-MIS, and other construction management systems.

Contract & Compliance Support

Provide administrative and technical support for contract administration activities, including procurement documentation, RFP/RFQ support, and contract closeout.

Assist with monitoring compliance requirements such as prevailing wage, Davis-Bacon, labor compliance, DBE reporting, insurance, bonding, and regulatory standards (e.g., FAR/DAR).

Support invoice review, cost tracking, budget monitoring, and coordination with finance and grants departments.

Meeting & Coordination Support

Coordinate and attend pre-construction, progress, and stakeholder meetings.

Prepare, distribute, and maintain accurate meeting agendas and minutes.

Serve as a liaison between project managers, engineers, consultants, contractors, and agency representatives.

Systems & Reporting

Maintain and update document logs, trackers, and status reports.

Support labor compliance, vendor payment tracking, and reporting systems as required by the client or agency.

Generate periodic reports for project management, executives, and public agencies.

Communication & Outreach (as applicable)

Support public outreach and stakeholder communication activities, including preparation and distribution of project notices.

Assist with document editing, formatting, translation, and quality control.

Represent the organization professionally in meetings, public events, and community engagements when required.

Required Qualifications/Education

Bachelor’s degree in Business Administration, Engineering, Construction Management, or a related field preferred.

Equivalent combination of education and extensive relevant experience may be accepted.

Experience

Minimum 10+ years of progressively responsible experience in Office Engineering, Document Control, Contract Administration, or Project Administration.

Demonstrated experience supporting public sector infrastructure or transportation projects (e.g., transit agencies, ports, municipalities).

Proven ability to manage high volumes of technical and contractual documentation across multiple projects or agencies.

Technical Skills

Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

Experience with construction and document management systems such as Procore, WongCMS, SharePoint, C-MIS, Deltek, PeopleSoft, FileMaker, and similar platforms.

Strong understanding of contract documentation workflows, submittal/RFI processes, and compliance tracking.

Ability to prepare clear, accurate reports and maintain detailed project records.

Core Competencies

Exceptional attention to detail and document accuracy

Strong organizational and time-management skills

Ability to work independently with minimal supervision

Effective written and verbal communication skills

Professional judgment and discretion with confidential information

Adaptability in fast-paced, multi-stakeholder project environments

Collaborative team-oriented mindset

Job Type: Full-time