Document Control Manager

AECOM • Sacramento, CA

1d • Onsite

About The Position

AECOM is seeking a Document Control Manager to support a major public-sector capital improvement program in California. This position will lead document control activities across a regional portfolio of complex capital projects, helping ensure that project records are accurate, current, organized, and readily accessible throughout the project lifecycle. Working closely with project managers, program leadership, consultants, contractors, and client stakeholders, the Document Control Manager will establish and maintain consistent document management standards across multiple project teams and firms. This is a program-wide role supporting multiple concurrent projects rather than a single project assignment.

Requirements

• BA/BS degree in Construction Management, Engineering, Architecture, Business Administration, Information Management, or a related field plus eight (8) years of relevant document control, records management, or information management experience supporting capital construction projects, or demonstrated equivalency of experience and/or education.

Nice To Haves

• Experience leading document control activities for large, complex capital improvement or facilities programs.
• Experience supporting multiple concurrent construction projects within a program or portfolio environment.
• Demonstrated experience using document management and project management platforms such as Procore, e-Builder, Oracle Aconex, SharePoint, Autodesk Construction Cloud, or similar systems.
• Experience administering RFIs, submittals, change orders, drawings, specifications, transmittals, and other construction documentation.
• Strong understanding of document numbering, naming conventions, version control, revision management, and document lifecycle processes.
• Experience managing document repositories involving multiple consultant, contractor, design, and client organizations.
• Public-sector, government, judicial, civic, higher education, or institutional capital program experience.
• Familiarity with public-sector records retention requirements, audit documentation, and public records processes.
• Experience supporting Design-Build or other alternative project delivery methods.
• Experience preparing and managing project closeout documentation and final record turnover.
• Experience developing document control procedures, workflows, standards, and training materials.
• Strong organizational skills and attention to detail, with the ability to manage large volumes of information across multiple concurrent projects.
• Strong written and verbal communication skills and the ability to work effectively with multidisciplinary project teams and client stakeholders.
• Ability to identify document control risks, resolve information management issues, and maintain consistent standards across multiple project teams.

Responsibilities

• Establish, implement, and maintain document control procedures, file structures, naming conventions, workflows, and quality standards across an assigned portfolio of capital projects.
• Manage project document repositories and ensure project records are complete, current, properly classified, and easily retrievable.
• Administer and maintain submittal, Request for Information (RFI), change order, correspondence, and other project document logs.
• Control drawing, specification, and technical document revisions and help ensure that project teams are working from the most current approved documents.
• Maintain version control, revision histories, transmittals, and distribution records for project documentation.
• Manage document repository access, permissions, security protocols, and user roles across multiple consultant and contractor organizations.
• Coordinate document control activities across project managers, architects, engineers, construction managers, contractors, consultants, and other program participants.
• Support implementation, configuration, and administration of web-based project management and document management systems.
• Monitor document control processes and perform periodic quality reviews to identify missing, incomplete, outdated, or incorrectly filed records.
• Maintain records in accordance with client retention policies, contractual requirements, and applicable public-sector records requirements.
• Prepare and organize document packages in support of audits, financial or regulatory reviews, public records requests, project closeout, and other formal reporting requirements.
• Support project closeout activities, including compilation, verification, and turnover of final project records, drawings, specifications, warranties, manuals, and other required documentation.
• Develop document control procedures, standards, templates, user guides, and training materials.
• Provide training and technical support to project staff, consultants, contractors, and other users regarding document management systems and procedures.
• Track document processing performance and support program leadership with reporting related to document status, outstanding actions, and compliance with established procedures.
• Promote consistent document management practices across the program and identify opportunities to improve workflows, system utilization, and information management.

Benefits

• medical
• dental
• vision
• life
• AD&D
• disability benefits
• paid time off
• leaves of absences
• voluntary benefits
• perks
• flexible work options
• well-being resources
• employee assistance program
• business travel insurance
• service recognition awards
• retirement savings plan
• employee stock purchase plan

What This Job Offers

• Job Type: Full-time
• Career Level: Senior