Senior Document Controls Manager (00426)

Position Summary

PMA is currently seeking a Senior Document Controls Manager for an exclusive assignment with the NYC Borough-Based Jail System Program. The Senior Project Controls Manager will be an onsite role located in NYC. 

The $16 billion NYC Borough-Based Jail System Program encompasses the procurement, programming, design, and construction of four new borough-based jails. This program is managed by the New York City Department of Design and Construction (DDC).

Under the guidance of the Program Controls Lead, the Senior Document Controls Manager is responsible for overseeing the program and on-site project document controllers, and managing program and project documents, including formal correspondence, submittals, and RFIs. The role ensures the accuracy, consistency, quality, and integrity of all record documents. The Senior Document Controls Manager adheres to electronic document management procedures, record retention policies, and safeguards sensitive information. Additionally, they support, train, and assist users in processing and retrieving data more effectively through comprehensive documentation. The Senior Document Controls Manager will also be responsible for collaborating with the Project Management Information System (PMIS) Team to manage operations and workflows within the system.

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.

Additional Requirements

Physical: Standing or sitting for long periods; must be able to lift up to 15 pounds at times and spend extended hours in front of a computer screen.

Cognitive: Problem-solving, written, and verbal communication skills; computer and software skills; and ability to read and interpret text online or in printed form.

About PMA

At PMA, employee well-being is a daily priority. We offer a combination of workplace options that include a PMA office location; work-from-home; or a client site. Wherever we work, we openly share knowledge as we believe that collaboration with peers improves our work product and that pursuing subject matter expertise is a lifelong endeavor.  

We are committed to a culture of equity, diversity, and inclusion. We affirm and respect diverse backgrounds and opinions because we believe they yield the best solutions for our clients. We promote emotional intelligence and trust by nurturing these values within our new hires.  

We encourage staff to develop rewarding, long-term careers at PMA, and we implement formal leadership development programs that help you attain your goals. At PMA, shared success is a core value. Every employee who contributes is recognized, celebrated, and rewarded. We look for self-driven candidates eager to assume responsibility and join a community of respect founded on collaboration and accountability, not titles. If you aim to transform the project management practice toward continuous improvement of project outcomes, the profession, and yourself, PMA looks forward to warmly welcoming you to our team.  

We offer competitive pay and benefits, wellness programs for you and your family, and career development opportunities to advance your professional goals.  

As a PMA professional, you will be empowered to make timely and effective decisions and significant daily contributions to complex facets of project delivery. Join a team that has achieved a world-class reputation in the construction industry and has been voted a “Best Place to Work.” 

PMA offers competitive wages and comprehensive benefits, including medical, prescription, dental, vision, time off with pay, 401(k) with company match, life, disability, and professional development reimbursement for qualifying employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, gender identity, or gender expression), disability, national origin, or any other characteristic protected by applicable laws, regulations, and ordinances. Qualified female and minority applicants are encouraged to apply.

EOE, including persons with disabilities and veterans.

VEVRAA federal contractor.