Document Control Specialist

Document Control & Data Specialist Caldwell Electrical Contractors, Inc. (CEC) / WBT 

Position Summary

We are seeking a detail-oriented, technology-forward Document Control & Data Specialist to own the creation, organization, and continuous improvement of project documentation and structured data for CEC and Wise Building Technologies (WBT).

This is a hands-on individual-contributor role focused on extracting information from drawings, site photographs, nameplates, PDFs, and online sources, then turning that information into clean, usable Excel workbooks, asset records in WBT, and standardized processes. A core part of the role is actively using and improving AI tools to pull data from photos, accelerate data entry, and autofill Excel files — significantly reducing manual effort and improving accuracy and speed for the entire team. You will also use WBT software to generate and print or laser-engrave QR codes for asset tagging.

You will spend the majority of your time in the office (or hybrid), with approximately 10–15% of time on active jobsites in all seasons. The role requires close daily collaboration with the automation, engineering, construction/PM, and WBT software teams, and includes training employees on the documentation processes and technology tools you establish.

Key Responsibilities 

• Extract data from construction drawings, site photographs, nameplates, PDFs, specifications, and other project sources and accurately enter it into structured Excel workbooks, registers, logs, trackers, and takeoff-style sheets. 
• Actively use AI tools to read nameplates and photographs, extract key information (manufacturer, model, serial number, ratings, etc.), and transfer that data into structured formats far faster than traditional manual methods. 
• Leverage AI and automation to autofill Excel files and registers based on data pulled from photos and online sources (owner’s manuals, manufacturer websites, etc.), continuously refining prompts and workflows to improve accuracy and speed.
• Create and maintain assets in WBT.
• Use WBT software to generate QR codes and print or laser-engrave them for asset tagging and identification in the field and shop.
• Research and retrieve manufacturer owner’s manuals and related technical documentation from online sources. 
• Design, implement, and improve documentation processes, folder structures, naming conventions, and version control so field crews, PMs, engineers, and automation technicians all follow consistent standards. 
• Build and maintain current document registers and status trackers so the team always works from the latest approved information. 
• Learn and operate label-printing software, laser engravers, and multiple printer platforms as needed for QR codes, asset labels, and documentation packages. 
• Train field and office employees on documentation processes and the AI-assisted tools and workflows you develop. 
• Collaborate daily with the automation, engineering, construction, and WBT software teams to keep documentation aligned with how work is actually performed. 
• Continuously look for ways to use technology and AI to eliminate repetitive data entry, reduce errors, and speed up the overall documentation and asset-creation process. 

Required Qualifications:

• Expert-level Microsoft Excel skills (tables, formulas, filters, data validation, structured workbooks, and efficient data organization). 
• Strong ability (or demonstrated aptitude) to use AI tools for extracting information from photographs and documents and for accelerating data entry and Excel population. 
• Proven ability to create clear documentation processes and train others to follow them. 
• Highly organized with excellent attention to detail and accuracy. 
• Ability and willingness to work on active jobsites 10–15% of the time in all seasons. 
• Comfort working across multiple software platforms and learning new tools quickly (including label printers, laser engravers, and different printer software). 
• Self-motivated individual who takes full ownership of the actual data extraction, organization, process creation, and technology-enabled efficiency work. 
• High school diploma or equivalent. 
• In-office / hybrid role (not fully remote). 

Preferred Qualifications:

• Experience with (or strong ability to quickly learn) AI tools for optical character recognition / nameplate and photo data extraction and for autofilling structured Excel files. 
• Experience with Egnyte (or similar document management platforms) and Procore. 
• Prior construction, electrical, industrial, or engineering document-control experience. 
• Associate’s degree or Bachelor’s degree in Construction Management, Business, Engineering Technology, Information Management, or a related field (equivalent experience will be strongly considered). 
• Familiarity with asset management systems or creating structured asset records. 
• Experience generating and printing/engraving QR codes or asset tags. 

Work Environment:

• Primarily office-based with hybrid flexibility. Approximately 10–15% of time will be spent on active jobsites documenting conditions, photographing equipment, and verifying information in the field. Must be able to work outdoors in all seasons.