Document Control and Records Specialist

Oklo Inc

Document Control and Records Specialist managing document workflows and compliance for clean energy company. Ensuring integrity and accessibility of controlled documents and records management systems.

Posted 7/19/2026full-timeSanta Clara • California • 🇺🇸 United StatesMid-LevelSenior💰 $68,000 - $85,000 per yearWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in managing controlled documents and records throughout their lifecycle, ensuring compliance with regulatory standards while maintaining document integrity and confidentiality. Proficient in providing user support for EDMS tools and facilitating communication across departments.

Highest-signal resume keywords

Controlled Document ManagementRecords ManagementQuality Control ChecksEDMS Tools SupportRegulated Industry Experience

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Document ApprovalDocument Revision ControlMetadata MaintenanceDocument IndexingQuality AssuranceAccess Permissions ManagementWorkflow MonitoringReport GenerationPolicy DraftingRecords Lifecycle Management

Soft Skills

CommunicationProblem-SolvingCollaborationAttention to DetailConfidentiality

Tools & Technologies

EDMS ToolsCloud-Based ApplicationsVideo Conferencing Tools

Industry Keywords

Regulated IndustryEnergyNuclearDocument ControlCompliance

Tech Stack

Tools & technologies

Cloud

About the role

Key responsibilities & impact

Manage controlled documents throughout their lifecycle by coordinating reviews and processing document approval, release, revision, supersession, cancellation, and obsolescence while ensuring document integrity and revision control
Process incoming records through the records lifecycle by validating, classifying, indexing, and maintaining metadata while ensuring accurate filing, retention, retrieval, archival, and disposition
Perform detailed quality control checks of controlled documents and records to verify completeness, accuracy, legibility, required approvals, document identifiers, revisions, formatting, metadata, and final acceptance requirements
Maintain appropriate access permissions for controlled documents, records, and system users
Monitor document and records workflow queues and follow up on incomplete, delayed, or nonconforming submissions
Communicate routinely with internal customers across multiple departments regarding document requests
Provide first-line user support for EDMS tools, workflows, and routine document and records requests by retrieving controlled documents for authorized users, troubleshooting file access and availability issues, directing users to appropriate resources, and escalating issues as needed
Escalate system, workflow, access, or compliance issues that cannot be resolved using established guidance
Support the Document Control Manager with program initiatives and process improvements, including updating or drafting policies, procedures, and work instructions
Assist with maintaining controlled templates, forms, logs, and indexes
Generate routine reports and metrics related to document control and records management activities
Maintain confidentiality and appropriately handle sensitive, proprietary, or restricted information

Requirements

What you’ll need

5+ years of related experience in a regulated industry (energy preferred, nuclear strongly preferred)
Experience in both controlled documents and records management
Education of at least an Associate degree or an equivalent combination of training, and relevant experience; Bachelor’s preferred
Remote work capability and ability to use video conferencing and cloud-based apps
Willing and able to travel ~15% of workdays

Benefits

Comp & perks

Flexible time off
Equity
Bonuses
Competitive pay
401(k)
Health insurance (with employer contribution)
HSA
FSA
Flexible work hours
Wellness credits