other
Posted 6 days agoDocument Control Specialist (Contract)
at Oklo
Remote
Responsibilities
- Support the day-to-day administration of document control processes using approved document management systems such as SharePoint, InEight Document, Bluebeam Revu, Procore, M-Files, or similar platforms.
- Manage the full document lifecycle for incoming and outgoing project deliverables, including both Oklo-generated and vendor-generated documents and records, including the sending/receipt of transmittals.
- Maintain master document register metadata to ensure traceability to final records.
- Ensure current revisions are available to relevant stakeholders and that superseded/obsolete documents are properly controlled and archived.
- Support the controlled review of design deliverables and other project documents, including distribution, tracking of comments/deadlines, and supporting comment resolution activities.
- Enforce document control procedures, to include naming and numbering, metadata requirements, and review workflows; verify document submissions and coordinate with stakeholders to resolve nonconforming submissions.
- Support management-of-change activities by ensuring associated document revisions are properly tracked, distributed, archived, and retained.
- Support the incorporation and tracking of field markups, redlines, as-builts, and final record documentation.
- Support quality assurance audits, surveillances, and assessments by locating and providing requested documentation.
- Maintain confidentiality and security of sensitive/proprietary and export-controlled information (ECI) in accordance with company and regulatory requirements.
- Identify and escalate document-control risks, workflow bottlenecks, or compliance concerns that may impact project execution milestones or introduce latent errors. Minimum
Requirements
- Success in this role requires strong attention to detail, organizational discipline, customer-service outlook, sound judgment, the ability to follow established processes while identifying areas for improvement, and the willingness to work within a team to achieve shared objectives.
- Associate’s degree or equivalent education
- Proficiency with common business/collaboration software tools, including Microsoft Office/Teams, Google Workspace, Adobe Acrobat Pro, Zoom, Slack, Confluence, Jira, or similar platforms
- Ability to work effectively in a remote and cloud-based work environment
- Processing engineering, procurement, construction, quality, vendor, and commissioning documentation (experience with owner-side document control is a plus)
- Using document management systems such as SharePoint, InEight Document, Procore, M-Files, Devonway, or similar platforms
- Familiarity with management-of-change workflows and project documentation processes such as RFIs, NCRs, DCNs, TQs, redlines, and as-builts
- Exposure to commissioning, turnover, operational readiness, or asset handover documentation processes Familiarity with QA
- Strong written and verbal communication skills with the ability to coordinate effectively across multiple teams and stakeholders
- Ability to work independently while following established procedures and escalating issues appropriately
- Strong data-entry and computer proficiency skills
- An ability to learn quickly and adapt in a fast-paced, highly iterative project environment
- You bring an enthusiasm to the team, and imbue a sense of passion that goes beyond clocking in and clocking out.
- For the first two weeks of onboarding, employees are required to be in person at headquarters in Santa Clara, CA.
Experience
- 3 years of relevant document control experience
Benefits
- Willingness and ability to travel up to approximately 15% as required Bonus
- This isn’t about a fake or arbitrary “pieces of flair” mentality or lack of work-life balance! It is about being a part of the vision and feeling a part of reaching team goals.
- About Oklo compensation:
- Hourly: $38-$50/hour
- For permanent employees only: Oklo offers flexible time off, equity, bonuses, competitive pay, 401(k), health insurance (with employer contribution), HSA, FSA, flexible work hours, wellness credits, and other benefits.
Contact
- All legitimate communications from our recruiting team— including application updates, interview requests, and job offers — will come exclusively from an @oklo.com email.
Additional details
- Thanks for your interest in Oklo! We are searching for a Document Control Specialist Contractor to support our EPC Project Management and central Document Control teams.
- The Document Control Specialist supports the execution of document management activities for Oklo’s internal processes and EPC construction projects under the supervision of senior document control or project management personnel.
- This role is responsible for following processes that ensure Oklo/project documents are accurate, traceable, and compliant; documentation may cover a range of activities, including engineering, procurement, construction, commissioning, turnover, and recordkeeping.
- The Document Control Specialist ensures documents are properly received, logged, reviewed, distributed, revised, retained, and transmitted in accordance with Oklo standards, project requirements, contractual obligations, quality assurance expectations, and other applicable regulatory requirements.
- Please note this is a contract position that has the potential to covert to a permanent position after 6 months based on hiring needs and performance.
- Assist with the verification and organization of project turnover packages and final project records for commissioning, operations, and long-term records retention.
- Provide first-line support to personnel regarding document control workflows, systems, and requirements.
- Supporting document control activities on EPC, capital construction, industrial, energy, or other complex infrastructure projects
- Managing document lifecycles, including transmittals, revision control, metadata management, and turnover documentation
- Maintaining document registers, transmittal logs, distribution matrices, and document status reports