Document Specialist 2

Role Summary

The Document Specialist 2 is responsible for establishing, maintaining, and controlling the project documentation process for construction projects. This role ensures that project records are organized, current, traceable, and accessible to support design coordination, construction execution, quality documentation, commissioning, turnover, and closeout. The Document Specialist 2 serves as a central point of coordination for document control processes across JE Dunn, the Owner, design partners, trade partners, suppliers, commissioning resources, and other project stakeholders.

• Autonomy & Decision-Making: Makes decisions on routine matters, provides recommendations to supervisor and refers all exceptions to supervisor.

• Career Path: Senior Quality Specialist

Key Role Responsibilities - Core

• Learns and actively participates in all aspects of the company’s safety and quality plans and culture by demonstrating commitment to an injury-free environment through individual actions and setting an example for others
• Participates in the Project Specific Quality Plan, Project Specific Water Intrusion Plan, and Project Quality Status Report
• Ensures that comprehensive documentation of quality assurance processes, test results and corrective actions taken
• Collaborates with suppliers to establish and maintain quality standards for incoming materials
• Gains knowledge of design documents in order to identify potential quality problems to assist in developing constructability review reports
• Develops performance of project site observations to ensure specifications and expectations are met and work is completed in a quality and timely manner
• Develops comprehension of how to ensure compliance with industry standards, regulations, and company policies

• Utilizes basic understanding of project Contract Documents
• Attends pre-planning, pre-installation and progress meetings
• Conducts regular walk-through observations of construction sites to ensure compliance with the contract documents, manufacturers’ instructions and industry standards
• Investigates non-compliant conditions; confers with supervisor or other Quality team staff members to determine root cause and provide recommendations in work processes to eliminate reoccurrence
• Identifies and reports Major Quality Issues (MQI) on projects to management and supports corrective action
• Utilizes internal quality assurance systems and tools to prepare reports for field superintendents, project managers and subcontractors detailing compliant and non-compliant quality conditions
• Assists with the documentation of quality related information
• May conduct basic constructability reviews under direct supervision
• May help schedule and witness third party compliance inspections and performance verification testing
• May assist in coordinating other JE Dunn teams, including VDC, Quality Group, Safety, Offsite prefabrication, and Self-Perform

Key Role Responsibilities - Additional Core

DOCUMENT SPECIALIST 2

In addition, this position would be responsible for:

• Implementation and execution of the Project Document Management Plan and all associated document control procedures in alignment with the Project Execution Plan, Project Specific Quality Plan, contract requirements, and Owner expectations.
• Establishing project-wide governance for document creation, review, approval, distribution, retention, and turnover.
• Serves as project authority for document management processes, workflows, standards, and system integration.
• Administers and maintains project document management platforms, including Autodesk Forma, PIMS, Bluebeam, SharePoint, Teams, and other approved project systems.
• Establishes and maintains document workflows, routing requirements, permissions, metadata standards, revision controls, and approval processes.
• Ensures consistency between project systems and maintains clear ownership of system-of-record requirements for each document type.
• Maintains organized, current, and retrievable project records, including drawings, specifications, submittals, RFIs, meeting minutes, correspondence, inspection records, test reports, Construction Completion Records (CCR), turnover documentation, quality records, and closeout deliverables.
• Manages document lifecycle activities from creation through turnover and final project closeout.
• Ensures project records remain complete, current, traceable, searchable, and audit-ready throughout project lifecycle.
• Verifies compliance with project document numbering, naming conventions, status requirements, and revision control standards.
• Coordinates documentation requirements associated with Construction Completion Records (CCRs), contractor documentation requirements, and quality verification records.
• Supports integration of CCR requirements into procurement, bid packaging, subcontractor onboarding, and construction execution processes. Monitors completion status of CCRs and supporting documentation to ensure readiness for mechanical completion and turnover milestones.
• Partners with Quality, Field Operations, and Turnover teams to proactively identify documentation gaps that may impact system acceptance.
• Coordinates documentation workflows supporting walkdowns, punchlists, mechanical completion, MCN, OCN, and turnover activities.
• Maintains governance over punchlist documentation processes, ownership assignments, status controls, closure requirements, and supporting evidence.
• Verifies documentation required for system acceptance, care-custody-control transfer, and turnover readiness is complete and properly maintained.
• Supports reporting and visibility into mechanical completion status, open punchlist items, and turnover readiness metrics.
• Leads development, tracking, and validation of Contractor Turnover Packages (cTOPs), Vendor Turnover Packages (vTOPs), Mechanical Completion Notices (MCNs), Operational Completion Notices (OCNs), and supporting turnover documentation.
• Coordinates deliverable requirements with vendors, subcontractors, commissioning resources, quality teams, and owner representatives.
• Verifies turnover packages comply with approved document deliverable matrices and owner requirements.
• Supports progressive turnover execution by ensuring documentation is developed and reviewed continuously throughout project execution rather than at project closeout.
• Leads document management training for project personnel, trade partners, suppliers, and consultants.

Knowledge, Skills & Abilities

• Experience in construction document control, project administration, engineering documentation, quality documentation, or a related role.
• Solid understanding of construction documentation processes, including drawings, specifications, RFIs, submittals, field records, closeout documents, and turnover deliverables.
• Working knowledge of Autodesk Forma, Bluebeam, Microsoft SharePoint, Microsoft Teams, Excel, PIMS and other document management or project collaboration platforms.
• Ability to manage large volumes of documents while maintaining accuracy, organization, confidentiality, and version control.
• Solid communication skills with the ability to coordinate across project management, field operations, quality, design, trade partner, supplier, commissioning, and Owner teams.
• High attention to detail and ability to identify incomplete, outdated, duplicated, or incorrectly filed documentation.
• Ability to work independently, prioritize multiple deadlines, and escalate issues when documentation risks may impact project execution or turnover readiness.

Education

• Bachelors’ degree in architecture, construction management or related field (Preferred).
• In lieu of the above requirements, equivalent relevant experience will be considered.

Experience

• 2+ years construction experience (Preferred).

Preferred Qualifications

• Prior experience supporting large-scale industrial, pharmaceutical, manufacturing, mission critical, or complex construction projects.
• Experience with commissioning, qualification, CCR/TOP documentation, or regulated project turnover requirements.
• Familiarity with quality management systems, Good Documentation Practices, inspection/test documentation, and audit-ready recordkeeping.
• Experience creating dashboards, trackers, reports, and process improvement tools to improve document visibility and accountability.

Working Environment

Benefits Information

The benefits package aligned to this position is Professional Non-Union. Please click the link below for more details.

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