Senior Document Controls Manager

Salary Range: 160000 to 180000 (Currency: USD) (Pay period: per-year-salary)

Responsibilities include:

• Oversee and manages a team of one Program Document Controller and four project site document controllers by keeping all project teams informed and aligned for consistency across the program.
• Responsible for providing input for the general project requirements of the BBJ design-build contract documents as needed.
• Develop and maintain oversight of the controlled document architecture (folder structure, file names, metadata, workflows) within PMIS SharePoint sites and modules for both the program and individual projects.
• Working with Program Management, establish, publish, implement, and enforce policies and procedures regarding document processing, storage, sharing, transmission, etc.
• Monitor multiple Program and Project record email accounts; (currently there are approximately 9 BBJ email accounts).
• Routinely identify existing and needed tools to efficiently meet client requirements and internal AHJV goals.
• Audit documentation processes to make sure they comply with our contract documents and industry standards.
• Ensure the security of the system and integrity of master documents by managing document and system access rights and revision controls.
• As a key Subject Matter Expert, support the design, delivery, maintenance, and continuous improvement of the BBJ Project Management Information System (PMIS).
• Provide additional oversight and coordination with the PMIS technical development and support team to assure timely resolutions to user issues.
• Conduct/participate in technical workshops to develop prototypes for team input and management approval.
• Communicate and consult with other staff when assessing, acquiring, or deploying new electronic document management systems/features to ensure a smooth transition and minimal disruption.
• Perform in-depth beta testing prior to new software releases.
• Provide procedural PMIS support and training (including user guides, video tutorials, and live presentations).
• Provide general day-to-day IT and administrative support at both the Program and Project levels.
• Provide technical PMIS support and coordination for the Program and all associated projects.
• Work cooperatively with Project Managers and Design-Builders toward the most effective solutions and assist on site when needed.
• Document issues and solutions.
• Implement lessons learned.
• Issue formal Program Management Consultant (PMC) submissions to DDC. 
• Ensure all record documents are coded, filed, and distributed in SharePoint/PMIS.
• Ensure that all documents are delivered to AECOM-HILL Joint Venture (AHJV) standards.
• Identify record documents; name/code, assign metadata, and file accordingly.
• Performs SharePoint and PMIS user onboarding and offboarding of project team members.
• Organize and perform document management, SharePoint, and PMIS training.
• Interact with the Client, DB/Contractor, and project teams to coordinate activities.
• Perform other related duties as business needs arise or as required.
• Provide back-up administrative support, as needed.

Position Qualifications

• 20+ years of industry working experience in areas of project controls, project administration, document management, and operation management required.
• PMP certified required.
• Ability to work as a team or individual to achieve goals required.
• Experience using SharePoint as an electronic document management system for controlling and reporting project data required.
• Experience and IT skills with interfacing electronic data management systems required.
• Experience in the Engineering and Construction sectors required. 
• Ability to quickly learn and adapt to new concepts and technology required.
• Ability to run presentations and training sessions on Document Controls and Project Management Information Systems (PMIS) required.
• Excellent decision-making and practical problem-solving skills required.
• Strong verbal and written communication skills, including the ability to create procedures, presentations, and routine interactions with project teams required.
• Attention to detail, accuracy, and documentation proficiency required.
• Self-starter with a proactive approach to problem identification and resolution required.
• Excellent data management techniques are required.
• Ability to work both independently and in diverse, cross-functional teams required.
• Ability to handle multiple tasks simultaneously, identify critical tasks, and establish priorities required.
• Working knowledge of Document and Information Management requirements across all phases required.
• Proficiency in Electronic Document Management Systems required.
• High proficiency in Document Control IT tools, databases, and administrative procedures required.
• Proficient with MS Office applications, dashboards, and PMIS systems such as Procore, E-Builder, and Kahua required.