Document Controls Specialist

Reports To: Vice President, Director of Project Controls & Technology

Position Title: Document Controls Specialist
Location: West Palm Beach, Florida
Job Type: Full-Time 

Work Hours: Monday through Friday, 8:30 AM to 5:30 PM, 

Position Overview

As a vital member of our Program Controls and Technology team, the Document Controls Specialist plays a crucial role in ensuring the successful execution of our projects. This highly skilled and detail-oriented professional will support the program by managing engineering and construction documentation in accordance with County standards, regulatory requirements, and public-sector recordkeeping practices. The role is hands-on and execution-focused, providing day-to-day document control support under the direction of project controls, engineering, or program management leadership. Collaboration with owners, project managers, engineers, construction managers, and other stakeholders is essential, enabling effective management, organization, and accessibility of all project documents. The Specialist will deliver accurate, actionable documentation insights to ensure compliance, transparency, and seamless project delivery.

Responsibilities:

• Manage the intake, logging, tracking, distribution, and filing of engineering and construction documents across multiple capital projects
• Maintain document control logs for engineering design submittals, revisions, plan review cycles, and County comments
• Track construction-phase records, including RFIs, shop drawings, submittals, permits, inspection reports, and correspondence
• Coordinate document workflows between County staff, consulting engineers, contractors, inspectors, and reviewers
• Perform quality control checks to ensure documents meet naming conventions, version control, metadata requirements, and County standards
• Support management of record drawings (as-builts), including review of CAD file submissions, scanned plans, and final signed and sealed documents
• Assemble and verify project closeout documentation packages in accordance with the Clients and Florida public utility requirements
• Maintain organized electronic and hard-copy project files to support audits, public records requests, and regulatory compliance
• Assist with the retrieval of historical project records and respond to internal and external document requests
• Follow established procedures for document retention, security, and confidentiality
• Perform additional project controls-related duties as required. 

Required Skills and Experience:

• Associate or Bachelor’s degree in Engineering Technology, Construction Management, Information Management, or a related field, or equivalent work experience
• Three to seven years of hands-on document control experience supporting engineering or construction projects
• Direct experience managing engineering drawings, specifications, technical submittals, and construction documentation
• Familiarity with formal review cycles, revision control, and approval workflows
• Strong attention to detail, organization, and accuracy
• Ability to coordinate with multiple stakeholders in a structured, compliance-driven environment
• Effective written and verbal communication skills

Technical Skills:

• Document management systems used in engineering and construction environments (examples may include SharePoint, ProjectWise, eBuilder, Unifier, Procore, or similar platforms)
• Engineering drawings and specifications, including plan sets, revisions, and markups
• Record drawings and as-builts, including coordination of CAD (AutoCAD) files and final scanned deliverables
• Microsoft Office Suite (Word, Excel, Outlook, and SharePoint)
• PDF management and markup tools (Bluebeam or Adobe Acrobat)
• Electronic filing systems, document logs, and version control practices

Soft Skills:

• Strong interpersonal and communication skills to interact effectively with stakeholders.
• Excellent organizational abilities to manage multiple tasks and deadlines.
• Self-motivated, with the ability to work independently and take initiative

Preferred Qualifications

• Experience supporting water, wastewater, reclaimed water, or other utility infrastructure projects
• Experience working in a county, municipal, or other public-sector environment
• Knowledge of Florida public records requirements and audit practices
• Familiarity with engineering design and construction closeout processes

Company Benefits:

We offer a competitive salary and comprehensive benefits package to qualified candidates. The employee compensation package includes Employer premium cost share contributions to all employees and their families. The benefit healthcare coverage package includes medical, dental, and vision, 401k with company contributions, Personal Time Off (PTO), and 100% company-paid Life Insurance and Short-Term Disability. Additional Voluntary benefits include Long-Term Disability, Voluntary Life Insurance for employee/spouse/child(ren), and the opportunity to enroll in Health Flex Spending.

Equal Opportunity Employer

CES is proud to be an equal opportunity workplace and an affirmative-action employer.  We are committed to creating an inclusive environment for all employees.  All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sex, gender identity, sexual orientation, disability status, protected veteran status, or any other characteristic protected by law or regulations in the locations where we work.

Company Overview:

CES Consultants, Inc., is a rapidly expanding civil infrastructure engineering firm dedicated to excellence.  At CES, teamwork drives our success as we deliver outstanding service and foster strong, lasting relationships with both our employees and clients. We are seeking passionate professionals to join us in our mission to develop innovative, sustainable solutions that strengthen communities and enhance resilience. Being part of our culture means:

• Thriving on challenges and the effort needed to solve them.
• Working with people who are positive, adaptable, and growth minded.
• Delivering quality work for our clients and investing in their success.
• Collaborating seamlessly and supporting one another as a team.

Salary : $75,000 - $110,000