Project Documentation & Closeout Specialist

Document Controller

Location: Tulsa, OK

Travel/Commute: Regular travel to Muskogee, OK required

Pay: $50,000–$65,000 DOE

Schedule: Full-Time | Temp-to-Hire

Environment: Construction / Blue-Collar Setting

Position Overview

A growing construction company is seeking a highly organized, proactive, and self-driven Document Controller to take full ownership of the construction project closeout process. This is a dedicated closeout position with no traditional Project Manager or Project Engineer responsibilities. The individual will serve as the primary driver of closeout activities, ensuring internal teams, more than 60 subcontractors, Trade Partners, and clients understand and comply with established documentation requirements, processes, and deadlines.

Key Responsibilities

• Own and coordinate the construction project closeout process from start to completion.
• Establish, communicate, and enforce closeout expectations with subcontractors, Trade Partners, clients, and internal team members.
• Drive process adoption and compliance across internal teams and 60+ subcontractors.
• Assign and communicate closeout responsibilities, deliverables, and deadlines.
• Hold subcontractors and internal stakeholders accountable for timely, accurate, and complete documentation.
• Partner with Project Engineers to gain buy-in from Trade Partners and ensure closeout requirements are clearly understood.
• Manage multiple tracking documents, spreadsheets, software platforms, and digital filing systems.
• Track outstanding documentation, deadlines, deliverables, project status, aging items, and overall progress.
• Maintain organized digital project files, ensuring documents follow established naming conventions and are properly recorded, distributed, and accessible.
• Coordinate the collection, review, organization, and dissemination of project documentation.
• Manage technical access and permissions for multiple project platforms and software systems.
• Proactively follow up on missing, incomplete, or inaccurate documentation and drive resolution.
• Organize and facilitate team meetings, lunch-and-learns, and training sessions to communicate closeout expectations and procedures.
• Provide regular status updates, reporting, and metrics to leadership.
• Identify process gaps, develop solutions, and recommend improvements to increase efficiency, consistency, and accountability.
• Independently prioritize responsibilities, initiate communication, address roadblocks, and keep closeout activities moving without constant supervision.

Qualifications

• Construction industry experience required, preferably working directly with subcontractors, Trade Partners, or construction project teams.
• General understanding of construction terminology, project workflows, documentation requirements, and closeout processes.
• Exceptional written and verbal communication skills, with the ability to clearly communicate expectations and hold others accountable.
• Demonstrated ability to independently manage processes, establish priorities, and drive results without daily direction.
• Strong understanding of document management, file organization, naming conventions, and information dissemination.
• Experience managing multiple tracking documents, spreadsheets, databases, and software platforms.
• Strong computer skills with proficiency in Microsoft Office and Google Workspace.
• Ability to organize, analyze, and communicate project data, metrics, and outstanding deliverables.
• Excellent organizational skills and exceptional attention to detail.
• Comfortable managing multiple projects, deadlines, and outstanding items simultaneously.
• Confident communicating with subcontractors, clients, leadership, and internal departments.
• Self-motivated, proactive, and comfortable taking initiative and making decisions within established processes.
• Ability to identify inefficiencies, solve problems, and implement process improvements.
• Reliable transportation and ability to regularly commute to Muskogee, OK.
• Must be able to pass a background check and drug screen.