What are the responsibilities and job description for the Document Control Specialist position at Dynamic Group?
Dynamic Group is a national general contractor with divisions spanning heavy civil construction, building construction, and emergency response. Our civil construction capabilities include grading, drainage, subsurface utilities, pile driving, marine construction, and deep foundation work. Our building division operates at scale. We construct commercial, industrial, and government facilities, and we manage large residential construction programs spanning more than 30,000 homes from Hawaii to Puerto Rico, the U.S. Virgin Islands, and across the Southeast. When disaster strikes, our emergency response teams offer debris removal, site logistics, haul-and-install operations, and base camp construction, and we stay through recovery. With more than two decades of experience, Dynamic is building the future.
Position Summary
Position Summary
The Document Control Specialist is responsible for organizing, tracking, and maintaining the flow of project and corporate documentation across Dynamic Group's Civil, Housing, Building, Emergency Response, Logistics, and Mission Critical divisions. This position keeps contracts, submittals, RFIs, drawings, transmittals, and correspondence properly filed, version-controlled, and accessible to project teams, ownership, and clients. The role works closely with project managers, the compliance and contracts team, and field staff to make sure the right document reaches the right person at the right revision level, every time.
Essential Duties and Responsibilities
- Set up and maintain project document control systems for each active job, including folder structures, naming conventions, and revision logs for drawings, specifications, and contract documents.
- Log, distribute, and track submittals and RFIs through client platforms such as Procore, e-Builder, and Newforma, monitoring turnaround times and flagging items approaching deadline.
- Maintain a master transmittal log for all outgoing and incoming project correspondence, confirming receipt and filing supporting documentation.
- Track drawing revisions and issue updated sets to field superintendents and subcontractors, retiring superseded versions so crews are never working off an outdated print.
- Support contract administration by filing executed contracts, subcontracts, change orders, and amendments, and by maintaining an index that project managers and the compliance team can reference quickly.
- Assist with ISNetworld documentation uploads and renewals, coordinating with the compliance team to keep insurance certificates, safety statistics, and prequalification documents current.
- Maintain closeout documentation, including as-built drawings, warranties, O&M manuals, and punch list records, and assemble closeout packages for delivery to owners at project completion.
- Support proposal production by archiving past submittals, boilerplate content, resumes, and project data sheets in an organized, searchable library for reuse on future pursuits.
- Conduct periodic audits of project files, both physical and electronic, to confirm completeness and identify gaps before they become a problem during a client or bonding audit.
- Coordinate records retention and archiving for closed projects in line with company policy and contract requirements.
- Train project coordinators and administrative staff on document control procedures and platform use as new projects onboard.
- Generate status reports on outstanding submittals, RFIs, and document turnaround for project managers and division leadership.
Benefits:
- Medical
- Dental
- Vision
- 401K
- Paid Time Off