Document Control Manager

The Document Control Manager is responsible for overseeing and managing the creation, distribution, storage, and retrieval of all operational documents within the project or program. This role ensures that all documents, including policies, procedures, contracts, and technical manuals, are accurate, compliant, and accessible to authorized personnel. The Document Control Manager will implement and maintain efficient document management systems, monitor document workflows, and ensure that all documents are properly indexed, updated, and archived in accordance with company standards and regulatory requirements. This position requires strong organizational skills, attention to detail, and experience in managing document control processes within an operational environment. The manager will also collaborate with various departments to ensure seamless communication and support operational efficiency.

Position Responsibilities

• Oversees document and record control operations, policies, and procedures for the secure management and access of company information assets.
• Establishes security protocols for the access, storage, backup, maintenance, reproduction, protection, and disposition of all documents.
• Evaluates media formats and recommends storage requirements to protect and secure records/information.
• Develops and manages access and control procedures to comply with requirements for varying levels of security classifications specified by the governing authority.
• Maintains auditing, monitoring, and change control systems to ensure document integrity, quality, and version control. 
• Designs, manages, and optimizes database systems (e.g., Microsoft Access, SQL Server, Oracle) using advanced knowledge for document storage and retrieval.
• Uses advanced version control systems to manage document revisions, branches, and merges.
• Works with technical drawings, specifications, and complex files.
• Independently creates and manages metadata schemas, taxonomies, and controlled vocabularies, properly tags and indexes documents for efficient search and retrieval.
• Thoroughly understands regulatory requirements and industry standards, develops and implements document control policies that comply with standards.
• Advanced knowledge of data security principles, risk management, and information assurance; implements security measures (e.g., encryption, access controls, secure document handling protocols).
• Uses and provides guidance using workflow automation tools.
• Automates complex tasks and workflows with PMIS teams.
• Optimizes and automates document control processes in business process management tools, methodologies, and software.
• Manages and mentors document control specialists, coordinates cross-functional teams, drives document control initiatives.
• Analyzes, identifies, and addresses issues related to document control processes, develops and implements effective solutions to improve efficiency and accuracy.
• Interacts with stakeholders, management, and team members; conveys complex information in a clear and concise manner using strong verbal and written communication skills.
• Develops and delivers document control procedures and system training programs for staff, creates comprehensive training materials and documentation.
• Other duties as assigned

Position Qualifications

• Bachelor’s degree in Construction Management, Business Administration, Information Science, Engineering, or a related field required.
• 5+ years of experience in document control or records management within the construction industry, including at least 1+ years in a supervisory or management role.
• Demonstrated experience working in a public agency or utility, managing process documentation, policy development, or organizational transformation initiatives.
• Proven experience managing document control teams and systems across complex construction projects or programs.
• Deep expertise in EDMS platforms such as Procore, Aconex, SharePoint, Autodesk Docs, or similar.
• Experience in project and program management, with knowledge of both traditional and agile methodologies. Certification in Project Management (e.g., PMP, PMI-ACP) or Digital Transformation preferred.
• Proficiency in Microsoft Office 365 tools (Word, Excel, PowerPoint, Visio) and familiarity with enterprise content management systems such as OpenText.
• Knowledge of content governance practices, documentation standards, and public information security protocols.
• Strong understanding of construction project documentation including drawings, RFIs, submittals, specifications, change orders, and O&M manuals.
• Experience supporting audit readiness, compliance programs, and project closeouts.
• High proficiency in digital workflow tools, metadata management, and information governance.
• Ability to interpret and manage technical documentation including engineering drawings and specifications.

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.