Document Controller

At Fluor, we are proud to design and build projects and careers. We are committed to fostering a welcoming and collaborative work environment that encourages big-picture thinking, brings out the best in our employees, and helps us develop innovative solutions that contribute to building a better world together. If this sounds like a culture you would like to work in, you’re invited to apply for this role.

Fluor is seeking candidates for opportunities within our Program Delivery Support (PDS) team, working alongside the California High-Speed Rail Authority, to provide program delivery and program management services for one of the largest planned infrastructure projects in the U.S. The system will connect the 500-mile stretch between the Los Angeles region with the San Francisco Bay Area, with up to 24 stations. The first phase of the program is currently under construction in California’s Central Valley.

Job Description

The Document Controller is responsible for supporting the development, management, and maintenance of documents and records across the Authority, ensuring the ongoing compliance, success and integrity of the Document Control System (DCS). This role supports the Authority by ensuring the timely, accurate, and efficient handling of all project documentation and data, aligning with quality standards and project-specific procedures. The Program Document Controller plays a critical role in version control, traceability, and the integrity of controlled documents throughout the project lifecycle. Additionally, the incumbent assists in developing and maintaining DCS-related policies, procedures, and training materials, ensures seamless integration with other document management systems, and trains state personnel to use the DCS in alignment with organizational goals effectively. This position is vital to ensuring document control operations are consistent, efficient, and compliant with regulatory and program requirements.

Position Responsibilities

• Establish and maintain document control systems and workflows for document submissions, approvals, and distribution
• Assist with the initial setup and configuration of the DCS, including defining project requirements, selecting the appropriate platform, designing folder structures and metadata, developing naming conventions, configuring automated workflows, and establishing user roles and permissions to ensure a structured, secure, and efficient document management environment.
• Receive and log incoming documents from contractors, consultants, and internal teams into the DCS, ensuring all metadata, such as title, number, revision, discipline, and originator, is accurate and complete
• Maintain master copies of all project-related documents, maintain version control, track revisions, and ensure correct formatting and naming conventions for technical and project documents
• Collaborate with client staff, contractors, consultants, internal stakeholders and the public to ensure timely submission and retrieval of required documentations
• Ensure compliance with document control standards, QA/QC protocols, and regulatory requirements
• Provide training and support to team members on document control processes and tools to utilize the Document Control System (DCS) successfully
• Generate reports on document statuses, tracking submittal turnaround times, escalating review bottlenecks, and maintaining dashboards or trackers

• Research, review, and analyze the effectiveness and efficiency of existing processes and develop strategies for enhancing or further leveraging these processes

• Assist in the development of standardized policies, procedures, templates, and tools for consistent document control practices
• Ensure all documents are audit-ready and compliant with project standards

• Assist with document control training activities, including but not limited to onboarding new staff, providing user support, leading system-specific micro-training, etc.

• Assist and ensure compliance with the Authority’s ISO 9001:2015 certification, audits, and recertifications; ensure compliance with contractual, legal, and regulatory standards (e.g., ISO 9001, FHWA, FTA), and support conducting audits to verify document traceability and version control

• Monitor document retention schedules and support legal holds, FOIA/public records requests, and third-party audit responses

• Other related duties may be assigned

Basic Job Requirements

• Accredited four (4) year degree or global equivalent in applicable field of study and twelve (12) years of work-related experience or a combination of education and directly related experience equal to sixteen (16) years if non-degreed
• Ability to communicate effectively with audiences that include but are not limited to management, coworkers, clients, vendors, contractors, and visitors
• Ability to learn and apply knowledge of applicable local, state/province, and federal/national statutes and guidelines
• Ability to attend to detail and work in a time-conscious and time-effective manner

Other Job Requirements

• At least Six (6) years of experience in Document Control, Records Management, Compliance, or relevant experience out of 12 years required with a degree; or, at least 16 years of work experience in Document Control, Record Management, Compliance if non-degreed
• Demonstrated proficiency document control and records management systems
• Working knowledge of office administration
• Proficiency with Microsoft Office Suite
• Strong organizational, analytical, written, and verbal communication skills
• Ability to work effectively both independently and as part of a multidisciplinary team

Preferred Qualifications

• Project related experience in the engineering, procurement, fabrication, and construction (EPFC) industry

We are an equal opportunity employer. All qualified individuals will receive consideration for employment without regard to race, color, age, sex, sexual orientation, gender identity, religion, national origin, disability, veteran status, genetic information, or any other criteria protected by governing law.

Benefits Statement: Fluor is proud to offer a comprehensive benefits package designed to promote employee health, wellness, and financial security. Our offerings include medical, dental and vision plans, EAP, disability coverage, life insurance, AD&D, voluntary benefit plans, 401(k) with a company match, paid time off (personal, bereavement, sick, holidays) for salaried employees, paid sick leave per state requirement for craft employees, parental leave, and training and development courses.

Market Rate Statement: The market rate for the role is typically at the mid-point of the salary range; however, variations in final salary are determined by additional factors such as the candidate’s qualifications, relevant years of experience, geographic location, internal pay equity, and prevailing market conditions for the specific role.

Notice to Candidates: Background checks are carried out as part of any conditional offer made, including (but not limited to & role dependent) education, professional registration, employment, references, passport verifications and Global Watchlist screening.

To be Considered Candidates: Must be authorized to work in the country where the position is located.

Salary Range: $96,500.00 - $179,500.00