Document Control Specialist - Roanoke - Virginia Transformer Corp

Description

On the heels of achieving 3X growth, Virginia Transformer is hiring to do it again

We're strategically building our team for the next 3X growth cycle — a phase that is both intense and incredibly rewarding. We're highly selective about who joins us, because this journey isn't for everyone.

If you have the drive, grit, and expertise to perform at a high level — and you want to grow your career 3X alongside the Company's growth — we'd love to talk.

Apply below and let's start the conversation.

Who We Are

Virginia Transformer is the largest U.S.-owned producer of power transformers in North America, and we've been able to grow the past 50-plus years through an unwavering focus on delivering for our customers. We're more than 5,800 people strong and are known throughout the industry for being an engineering company that makes premium quality transformers in the shortest lead times.

As a privately held, organically growing company, we thrive on nimbleness, innovation, and tenacity.

Join Our Team

If you love the thrill of securing the U.S. electric grid, enabling all manufacturing in the country, and the energy of a fast-moving train — this is the place for you. We train hard, grow together, and lead with purpose. Every transformer we build is custom, every challenge unique, and every team member essential.

We're looking for those ready to lead, fueled by commitment, and driven by impact. We are growing so fast that all our available roles are not yet posted, so let us know if you are interested and we will follow-up.

On the heels of achieving 3X growth, Virginia Transformer is hiring to do it again

We're strategically building our team for the next 3X growth cycle — a phase that is both intense and incredibly rewarding. We're highly selective about who joins us, because this journey isn't for everyone.

If you have the drive, grit, and expertise to perform at a high level — and you want to grow your career 3X alongside the Company's growth — we'd love to talk.

Apply below and let's start the conversation.

On the heels of achieving 3X growth, Virginia Transformer is hiring to do it again

We're strategically building our team for the next 3X growth cycle — a phase that is both intense and incredibly rewarding. We're highly selective about who joins us, because this journey isn't for everyone.

If you have the drive, grit, and expertise to perform at a high level — and you want to grow your career 3X alongside the Company's growth — we'd love to talk.

Apply below and let's start the conversation.

Job Description

Construction & Expansion (C&E) Document Controls Specialist

Position Summary

The Construction & Expansion (C&E) Document Controls Specialist supports the C&E Controls Manager by maintaining document management, version control, and record integrity across the company's capital construction and expansion portfolio.

This role serves as the system administrator and gatekeeper for capital project documentation, ensuring that all financial, contractual, change, and stage-gate records are accurate, complete, current, and audit-ready. The position enforces documentation standards and governance processes that protect capital integrity and reduce risk.

Key Responsibilities

Document Management & System Administration

• Administer the capital project document control system.
• Maintain standardized folder structures and naming conventions across all projects.
• Ensure proper version control of contracts, drawings, budgets, change orders, forecasts, and reports.
• Control document access permissions and maintain security protocols.
• Archive and close out project documentation in accordance with corporate direction.

Capital Governance & Change Documentation Support

• Maintain formal change logs and ensure all change documentation is properly uploaded and tracked.
• Verify that approved change orders include required backup, approvals, and supporting documentation.
• Track milestone deliverables and ensure required documentation is complete.
• Maintain decision logs and approval records for audit traceability.
• Support enforcement of documentation standards to prevent undocumented scope changes.

Financial & Cost Documentation Control

• Organize and maintain cost reports, forecasts, contractor pay applications, and invoice documentation.
• Validate documentation completeness prior to payment processing or cost updates.
• Ensure alignment between financial records and project documentation repositories.
• Maintain historical cost documentation for audit and capitalization purposes.

Schedule & Reporting Support

• Maintain milestone documentation and schedule updates within project records.
• Support monthly and quarterly capital reporting by organizing and compiling documentation packages.
• Ensure reporting materials are version-controlled and properly archived.
• Assist in preparing audit-ready project files for executive and board-level reviews.

Audit & Compliance Support

• Maintain audit-ready documentation across the full project lifecycle (authorization through closeout).
• Support internal and external audits by retrieving, organizing, and validating required documents.
• Identify documentation gaps and proactively escalate inconsistencies to the Controls Manager.
• Ensure compliance with company governance standards and documentation protocols.

Cross-Functional Coordination

• Coordinate with Project Managers, Construction Managers, Finance, Procurement, and Engineering to collect required documentation.
• Communicate documentation requirements and deadlines clearly and professionally.
• Serve as the central intake point for capital project records.
• Support consistent documentation practices across all active projects.

Authority & Accountability

• Authorized to enforce document control standards and reject incomplete submissions.
• Responsible for accuracy, completeness, and organization of all capital project documentation.
• Accountable for maintaining audit-ready files at all times.

Required Qualifications

• Associate's or Bachelor's degree in Business Administration, Construction Management, or related field (or equivalent experience).
• 3–5+ years of experience in document control, project administration, construction administration, or capital project support.
• Experience working within capital projects, industrial, manufacturing, or infrastructure environments.
• Proficiency in document management systems (Procore, Aconex, SharePoint, Primavera, etc.).
• Strong organizational and version-control discipline.

Preferred Qualifications

• Experience supporting a PMO or capital governance organization.
• Familiarity with change management processes in construction environments.
• Experience supporting stage-gate capital processes.
• Exposure to cost tracking and capital reporting workflows.

Key Competencies

• Exceptional attention to detail
• Documentation discipline and process rigor
• Organizational strength
• Clear and professional communication
• Ability to enforce standards without direct authority
• High integrity and accountability
• Strong time management and prioritization

Reporting Relationship

• Reports to: Construction & Expansion (C&E) Controls Manager
• Works Closely With: Construction Managers, Project Managers, Finance, Procurement, Engineering, and Operations