Document Controls Manager - Infrastructure Engineering : Job Details

Infrastructure Engineering Inc. (I E I) is looking for an experienced, detail-oriented and organized Document Controls Manager to join our Team! We are a leading engineering firm known for quality and responsiveness and a proven track record of success as a Prime civil engineering firm. In this role you will be responsible for developing, implementing, and managing the Project Document Control Procedures (PDCPs) to ensure a reliable and efficient system for handling, tracking, storing, and retrieving all project-related documentation.

The Document Controls Manager will play a crucial role in ensuring that all documentation is accurate, accessible, and compliant with regulatory requirements. In this role you will focus on Project Controls plus financials and require proficiency in document management systems as well as a strong understanding of quality management principles, particularly with Oracle Unifier and Bentley ProjectWise. If you are passionate about maintaining high-quality documentation standards and thrive in a fast-paced environment, we encourage you to apply for this exciting opportunity. Join us on this exciting journey as we continue to build a company based on Integrity, Excellence, and Ingenuity!

Essential Duties and Responsibilities

Includes, but not limited to, the following:

• Develop, manage, and update the Project Document Control Procedures (PDCPs) to provide a reliable method for handling, tracking, storing, and retrieving all project documents.
• Utilize the MTA-approved Electronic Project Management tools, including the Electronic Design Management System (EDMS) and Electronic Construction Management System (CMS) such as Unifier and ProjectWise, or any alternative system as directed by the Project Chief Executive Officer (PCEO).
• Ensure all project documents adhere to the uniform filing and records management system requirements, including the specified folder structure and file attributes.
• Coordinate and track the receipt and distribution of all documents from and to the Construction Contractors, including but not limited to letters, drawings, reports, Requests for Information (RFIs), meeting minutes, change requests, proposals, schedules, invoices, and approvals from Authorities Having Jurisdiction (AHJ).
• Process and record all technical documentation in accordance with approved procedures.
• Assign and manage document numbers.
• Ensure timely and efficient distribution of documents among all PMT members.
• Maintain and track all original documents and check print files, keeping all superseded revisions.
• Enter record documents from all project phases prior to the award of contracts into the system.
• Provide an efficient storage system for any hard copies of project submittals.
• Ensure timely archival of models and all collaborative data in digital form on an MTA-approved server.
• Coordinate and ensure that all project documents adhere to MTA C&D's Change Management procedures.
• Verify the timely close-out of changes and change order documentation.
• Organize and lead meetings to address non-compliance with PDCPs, highlight problem areas, and propose solutions.
• Verify that project documents are released to the correct MTA departments and personnel.
• Maintain a daily diary that records all construction work activities and upload complete sets of progress photos and visual records to the EDMS and CMS within 24 hours.
• Support the PMT with the implementation of business processes.
• Identify and produce relevant documents in response to Freedom of Information Law (FOIL) requests, subpoenas, and other document demands as directed by the MTA.
• Provide general information technology support for the project on an as-needed basis.

• A minimum of 10 years of experience in document control and management on large-scale, complex construction projects, preferably in the transit sector.
• Bachelor's Degree in Project Management, Construction Management, or Engineering desired; and at least five years of Industry experience (EPC, AEC and/or Construction) preferred.
• Advanced proficiency with Oracle Unifier is mandatory; and proficiency with Electronic Document Management Systems (EDMS) such as Bentley ProjectWise is highly desirable.
• Demonstrable experience managing document control across multiple contracts and project phases (design, procurement, construction, closeout).
• Proven experience in developing and implementing document control plans and procedures.
• Experience in a lead or managerial role, with the ability to manage a team and coordinate with multiple stakeholders.
• Capability to handle high-volume, fast-paced workloads and meet strict deadlines.
• Strong computer skills, including proficiency with the Microsoft Office Suite (Word, Excel, PowerPoint, Outlook and Teams).
• Familiarity with Building Information Modeling (BIM) and digital twin concepts and their relationship to document management.
• Thorough understanding of construction industry documentation, including drawings, specifications, RFIs, submittals, and change orders; as well as familiarity with Construction Standards Institute (CSI) codes and their application in document filing.
• Ability to work effectively in an integrated, co-located team environment; and excellent organizational, communication, and interpersonal skills.
• Understanding of the requirements for federally funded projects and the associated reporting and compliance needs.

• Highly competitive salary; and Bonus opportunities
• Flexible Work Schedule
• Medical, Dental, and Vision Benefits
• Personal Paid Leave (Paid Time-Off)
• Paid Holidays
• Life Insurance
• Short and Long-term Disability Program
• 401K Program with Employer Match
• Profit Sharing
• Employee Assistance Program
• Employee Referral Program
• Employee Appreciation Program
• IEI University
• An opportunity to learn and grow - Professional Development Program
• Opportunity to share ideas and express your point of view
• You are welcome to be your authentic self
• Philanthropic Outreach and Volunteer Opportunities

The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is frequently required to stand, walk; use hands to fingers, handle, or feel objects, tools, or controls; climb; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee may lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Working Conditions

IEI will provide a company vehicle for fieldwork with acceptable driver's record. Must be physically capable of walking and moving about on the construction sites, have good hand-eye coordination, and occasionally lift/move up to 50 pounds. Occasionally exposed to wet and/or humid conditions or in-progress construction hazards: fumes, toxic chemicals, risk of electric shock, and vibration. Often works around dust, asphalt, and concrete. Sometimes needs to put in extra hours, including weekends, to keep up with intense construction work at times and deal with unexpected situations and accidents. Spends some time working indoors to review blueprints and write reports. Usually works a standard 40-hour workweek either daytime or nighttime. Usually works in outside

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee may occasionally work outdoors in various weather conditions, possibly for an extended period of time, depending on the assignment type. The noise level in the office work environment is usually moderate. The noise level on the construction site is often loud and may require the use of hearing protection.

IEI is an Equal Opportunity Employer and is committed to the principles of equal opportunity for all employees and applicants for employment.

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.