Caltech

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Job Summary

The Document Control Specialist will oversee the lifecycle of construction and facility-related documentation for Caltech’s Facilities, Planning, Design & Construction (PD&C) team. This role involves managing project planning data, close-out records, spatial data, and utility documentation while ensuring accuracy, accessibility, and compliance with institutional and regulatory standards. The ideal candidate will have expertise in CAD, Revit, and document control systems, along with a strong technical foundation in GIS for facility and infrastructure mapping.

Essential Job Duties

Document and Data Management

• Oversee the organization, archiving, and retrieval of project close-out documentation, ensuring records are complete, standardized, and accessible.
• Maintain, update, and optimize the digital document library, ensuring seamless access for internal and external stakeholders.
• Utilize enterprise asset management software (AiM) to input and update renovation project planning information, building, infrastructure, and utility data for ongoing facility operations and planning.
• Manage the “documents@caltech” request system, providing timely responses and secure access to reference drawings, construction plans, and related documentation.

Building Information Modeling (BIM) & CAD Administration

• Maintain and update reference drawings using AutoCAD and Revit, ensuring alignment with field modifications and project changes.
• Standardize and enforce CAD/BIM protocols across projects, ensuring process efficiency and interoperability and compliance with institutional documentation standards.
• Collaborate with planning, design and construction teams to integrate BIM models with existing facility data and asset management systems.

GIS & Spatial Data Management

• Assist in managing, analyzing, and visualizing geospatial data using ArcGIS Pro to support campus planning, infrastructure management, and utility coordination.
• Update spatial data and generate maps to support decision-making related to facilities and campus operations.
• Support in maintaining and enhancing the geospatial data library, ensuring data accuracy, metadata integrity, and compliance with GIS best practices.
• Collaborate with IT and facilities teams in the integration of GIS data with other enterprise systems, including AiM and BIM platforms.

Underground Utilities & Field Data Collection

• Maintain up-to-date underground utility maps, including steam tunnels, electrical lines, water mains, and other critical infrastructure.
• Conduct field surveys as needed using GPS/GNSS equipment to verify and update spatial data for utilities, site conditions, and facility assets.
• Work with engineers, project managers, and external consultants to reconcile discrepancies between field conditions and documented records.

Interdepartmental Collaboration & Process Improvement

• Partner with project managers, architects, engineers, and facility teams to improve documentation workflows and data accessibility.
• Develop and implement best practices for document version control, archiving policies, and integration with other enterprise systems.
• Assist in the development of digital transformation initiatives, such as automation of document processing and GIS-BIM integration.
• Support training efforts by developing resources and providing guidance on document retrieval, spatial data management, and related technical tools.

Basic Qualifications

• Bachelor’s degree in Architecture, Engineering, GIS, Information Management, or a related field and 3 years of related experience.
• Proficiency in AutoCAD and Revit for facility documentation and as-built drawing management.
• Experience with GIS software (ArcGIS Pro) for spatial data analysis and mapping.
• Knowledge of document control systems and best practices for construction and facilities management.
• Strong organizational and communication skills to manage documentation workflows and respond to requests efficiently.
• Ability to work independently and collaboratively in a fast-paced, technical environment.

Preferred Qualifications

• Experience integrating BIM with GIS for facility and infrastructure management.
• Familiarity with asset management systems such as AiM, Maximo, or similar platforms.
• Experience using GPS/GNSS equipment for field data collection and spatial verification.
• Understanding of underground utility mapping and related infrastructure documentation.
• Knowledge of database management and scripting (SQL, Python) for automation and data integration.

Required Documents

• Resume.