Document Control Manager

Request for Qualified Resume: Document Control Manager

Project: Second Avenue Subway Phase 2 (Contract No. D81483)

Position: Document Controls Manager

Project Overview: The Second Avenue Subway Phase 2 Project is a major infrastructure undertaking to extend the Q Line service in Manhattan. The project will be delivered through multiple, overlapping design and construction contracts. The Project Management Consultant (PMC) will be a vital part of an integrated Project Management Team (PMT) responsible for administering, managing, and ensuring the successful completion of the project safely, on schedule, and within budget.

Position Summary: The Document Controls Manager will be a key member of the PMC’s Commercial Management Team. This individual 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 oversee all aspects of document management across multiple construction and design contracts, utilizing the MTA’s designated Electronic Document Management System (EDMS) and Electronic Construction Management System (CMS), which includes Unifier experience as a necessary requirement.

Key Responsibilities: The qualified candidate will be expected to perform, at a minimum, the following duties:

• Develop and Manage Document Control Systems
• 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.
• Document Processing and Distribution: o 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.
• Record Keeping and Archiving
• 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.
• Compliance and Quality Control
• 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.
• Reporting and Support
• 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.

Minimum Qualifications:

• A minimum of 10 years of experience in document control and management on large-scale, complex construction projects, preferably in the transit sector.
• 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.
• Advanced proficiency with Oracle Unifier is mandatory.
• Proficiency with Electronic Document Management Systems (EDMS) such as Bentley ProjectWise is highly desirable.
• Familiarity with Building Information Modeling (BIM) and digital twin concepts and their relationship to document management
• Strong computer skills, including proficiency with the Microsoft Office Suite.
• Thorough understanding of construction industry documentation, including drawings, specifications, RFIs, submittals, and change orders.
• Familiarity with Construction Standards Institute (CSI) codes and their application in document filing.

Salary/Rate:  $60-$65/Hr.