Real Estate Document Control & Records Manager
About The Position
A great experience starts with you! Join our team to help create and develop the future of live entertainment and sports in Orange County! Once you've had a chance to explore our current open positions, apply to the ones you feel best suit you, as an applicant, you can always see your application status in your profile. Mission: To enrich the lives in our community through shared experiences, welcoming spaces, and responsible actions. Vision: We will be the social and entertainment center of Orange County – a place where the cultural kaleidoscope of the region converges and connects. Our vibrant, rich collection of experiences will celebrate the diversity of our community. Values: Be Safe | Do the Right Thing | Be Generous | Include Everyone | Make it Easy | Be Bold As we continue to expand and diversify our portfolio through the development of OCVIBE, the need for a subject matter expert to support the ultra-fast paced growth of this complex development has never been more critical. The Records / Document Manager will play a key role in collecting, naming, storing, distributing, and managing all Real Estate and Development entitlement and Plan, Specification, & Estimate (P, S, & E) documents, ensuring efficiency and alignment with our growth strategy. This role is instrumental in streamlining our expansion efforts and driving operational excellence. Success in this position requires leveraging industry expertise, implementation of company software, exceptional organizational skills, and identifying best practices to enhance our processes. This is an exciting opportunity for a subject matter expert who thrives on building processes and systems with a vision for organization, standard operating procedures, operational optimization, and collaboration with internal and external partners.
Requirements
- Bachelor’s degree in Business Administration, Organizational Management, or other associated field
- 5+ years of experience in the construction or real estate development field preferred
- Understanding of entitlement, plan approval, and construction process
- Impeccable and concise communication and presentation skills, verbal and written
- Demonstrated ability to be highly organized and consistently maintain project files for extensive new documents and document updates
- Strong time management skills and experience managing multiple projects simultaneously
- Excels under pressure; ability to work both independently and cooperatively in a fast-paced environment
- Ability to receive documents from several sources and place in appropriate files
- Knowledge, Skills and Experience
- Experience Required – 5+ Years
- This position is on-site.
Responsibilities
- Document Quality, Management, and Compliance
- Manage and track all entitlement and P, S, & E documents in accordance with OCVIBE procedures (to be updated and refined by Records Manager)
- Develop and maintain the successful flow, storage, and distribution of documents to and from consultants, contractors, agencies, and internal OCVIBE stakeholders
- Prepare and maintain document management guidelines for internal and external stakeholders
- Develop an audit/review process to maintain document integrity, quality, and compliance
- Identify gaps and recommend improvements to enhance efficiency and effectiveness of document management systems and processes
- Ensure archival and preservation of records in accordance with business need and company policy
- Maintain project team directories and distribution lists for various OCVIBE projects
- Set up, distribute, and track Bluebeam Studio Sessions or other QA/QC distribution and collection processes
- Collect project documents from various stakeholders and file in the appropriate project directory / folders
- Assist with document management from project inception to close out including the handoff of document from the Development team to the Operations team
- Cross Functional Collaboration
- Provide communication, training, and guidance to internal teams and consultants on document management processes; ongoing, ensure stakeholders adhere to appropriate processes and procedures
- Serve as liaison with OCVIBE Staff and outside consultants to collect, store, distribute, documents, and refine document naming and workflow as needed
- Provide leadership and best practice guidance to consultants on the AREP QA/QC filing system
- Other Responsibilities
- Assess and update document management systems as required to improve effectiveness and efficiency
- Evaluate software and digital storage options and work with Information Technology to implement systems
- Perform other duties and projects assigned
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
