Job Description

JOB TITLE: Document Controller - Contract

DEPARTMENT: Platform Delivery (Platform Management Office)

REPORTS TO: Senior Director, Platform Execution

SUMMARY:

The Document Controller will serve as the custodian of portfolio project documentation using Microsoft SharePoint, Procore, Bluebeam, CxAlloy, etc. Through auditing, monitoring, and maintaining robust documentation workflows, this role will establish a single source of truth across the project lifecycle, directly supporting:

• Faster project delivery

• Smoother audits and regulatory compliance

• Improved safety outcomes

• Streamlined team collaboration

DUTIES AND RESPONSIBILITIES:

• Maintain and administer document libraries across platforms:

o Enforce and actively manage metadata structures, folder hierarchies, and access permissions.

o Set up and manage version control, check-in/check-out protocols, and audit logs.

• Enforce standardized naming conventions, document classifications, retention policies, and compliance tagging.

• Ensure latest documentation (e.g. drawings, specifications, submittals, RFIs) is available and outdated versions are archived or flagged.

• Facilitate cross-discipline coordination by acting as the point of contact for document-related queries and processes.

• Support the document lifecycle from initial submission and internal review to final acceptance and archival.

• Generate and distribute document control reports and dashboards utilizing AI agents:

o Submittal tracking and status reports

o Review deadlines and overdue actions

o Drawing issuance and revision logs

• Identify gaps or inefficiencies in document control workflows and propose enhancements.

• Train internal teams and subcontractors on SharePoint usage and document control procedures.

Required Qualifications & Skills

• Strong proficiency with Microsoft SharePoint (configuration, permissions, custom views, metadata tagging, version control).

• Highly organized, detail-oriented, and proactive communicator.

• Ability to manage competing priorities in a dynamic construction environment.

• Comfortable interfacing with stakeholders at all levels (field crews to executives).

Preferred Experience:

• 3+ years in document control, ideally within data center construction, large-scale infrastructure, or MEP-heavy environments.

• Experience working with construction management software (e.g., Procore, Aconex, BIM 360) is a plus.

• Familiarity with document retention policies, ISO standards, and QA/QC requirements.

• Understanding of construction document types (drawings, specs, RFIs, submittals, meeting minutes, commissioning docs, etc.).

• Basic understanding of LLM AI tools

COMPETENCIES:

● Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; Educates others on the value of diversity; Promotes a harassment-free environment; Builds a diverse workforce.

● Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.

● Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

● Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs workflows and procedures.

● Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results

● Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

● Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

● Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

● Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.

● Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

● Judgement - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

● Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.

● Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

● Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.

● Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.

● Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

● Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

● Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.

● Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

● Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.

● Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

● Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

● Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

● Occasionally required to stand

● Occasionally required to walk

● Occasionally required to sit

● Continually required to utilize hand and finger dexterity

● Continually required to talk or hear

● While performing the duties of this job, the noise level in the work environment is usually very quiet (Select applicable: very quiet; quiet; moderate; loud; very loud)

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Aligned is committed to fostering an inclusive workplace and providing equal employment opportunities for all employees. We ensure that all applicants and team members are considered for employment, advancement, and all other employment-related matters without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), national origin, age, physical or mental disability, marital status, sexual orientation, gender identity, gender expression, genetic information, military or veteran status, or any other characteristic protected by applicable law.

If you require a reasonable accommodation to perform the essential functions of your job due to a disability or medical condition, please contact our People & Culture team. Accommodation requests will be reviewed on a case-by-case basis in accordance with applicable laws. Aligned will make reasonable accommodations where necessary to enable qualified individuals with disabilities to perform the essential functions of their role.

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