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