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Job Description:

Parsons is looking for an exceptionally talented Document Control Manager to join our team! In this role you will oversee the effective management and organization of all project documentation for a large-scale infrastructure project.

This role involves managing the flow of documents, ensuring version control, and establishing best practices for document control processes. The ideal candidate will have a strong background in document management systems (DMS), excellent organizational skills, and a proven track record of managing documents in complex, fast-paced project environments.

What You'll Be Doing:
 

• Develop and implement the Document Control Strategy for the infrastructure project, ensuring that document management processes are streamlined, efficient, and compliant with industry standards.
• Establish and enforce document control procedures to ensure that all documents are accurately tracked, version-controlled, and archived.
• Collaborate with project teams to define document management requirements and workflows, ensuring alignment with project objectives and timelines.
• Oversee the receipt, tracking, and distribution of all project-related documentation, including design documents, contracts, correspondence, technical reports, and project plans.
• Ensure that all documents are stored in a centralized document management system (e.g., Aconex, Procore, SharePoint) and are easily accessible to relevant stakeholders.
• Implement a document numbering system and ensure that all documents are correctly indexed, tagged, and categorized for easy retrieval.
• Maintain strict version control on all documents, ensuring that the most current versions are accessible while previous versions are archived appropriately.
• Ensure that document revisions and changes are tracked and recorded, including clear documentation of updates and approvals.
• Conduct regular audits of document repositories to ensure accuracy and completeness of the document control system.
• Act as the central point of contact for all document control-related inquiries, providing support to internal teams, contractors, and external stakeholders.
• Coordinate with various project teams to ensure that all documentation is reviewed, approved, and distributed in a timely manner.
• Facilitate the seamless flow of project documentation between all stakeholders, ensuring that all parties have access to the most current and accurate information.
• Manage the document review and approval process, ensuring that all documents are properly routed for review, approval, and sign-off according to project timelines and stakeholder requirements.
• Ensure compliance with the project’s document approval workflows and that all required signatures and approvals are obtained before document release.
• Track the status of document approvals and remind stakeholders of upcoming deadlines for review and approval.
• Ensure that all document control processes comply with industry standards, contract requirements, and regulatory guidelines.
• Conduct quality assurance checks on documents to ensure they are complete, accurate, and in the correct format.
• Ensure that all documentation complies with relevant ISO standards or other applicable quality management systems.
• Provide training to project teams on document control processes, the use of document management systems, and best practices for document submission and storage.
• Offer ongoing support to team members, answering any document control-related questions and resolving issues related to document access, storage, or retrieval.
• Promote the importance of maintaining organized, accurate, and compliant project documentation across the project teams.
• Generate regular document control reports for project management and stakeholders, providing insights into document status, pending approvals, and any potential delays.
• Track the status of all project documents, including submittals, approvals, and revisions, to ensure they are completed in a timely and organized manner.
• Maintain accurate records of document management activities, including logs of document transmittals, approvals, and actions taken
• Ensure proper document archiving procedures are in place for the retention and secure storage of all project documentation upon project completion.
• Implement a document retention policy in line with legal, regulatory, and client requirements, ensuring that project documentation is stored for the required period.
• Oversee the disposal or transfer of project documents once the retention period has expired, ensuring that all records are handled securely.

What Required Skills You'll Bring:

• Bachelor’s degree in Business Administration, Construction Management, Engineering, or a related field.
• Relevant certifications in Document Control, Project Management, or Records Management (e.g., CDCP (Certified Document Control Professional)) are preferred.
• Minimum of 15  years of experience in document control, with at least 5 years in a leadership or managerial role within large-scale infrastructure projects.
• Experience with document management software (e.g., Aconex, Procore, SharePoint, Newforma) and the ability to implement and maintain these systems.
• Proven track record of managing document control processes across multiple stakeholders and ensuring that documentation is compliant with project specifications and regulatory requirements.
• Strong knowledge of document control processes, including version control, approval workflows, and archiving procedures.
• Excellent organizational skills with the ability to manage large volumes of documents and maintain an organized filing system.
• Ability to work under tight deadlines and handle multiple tasks simultaneously.
• Strong attention to detail, with the ability to identify errors or inconsistencies in documents.
• Excellent written and verbal communication skills, with the ability to interact with diverse teams and stakeholders.
• Certified Document Control Professional (CDCP) or similar professional certification.
• Project Management Professional (PMP) certification or similar would be an advantage.
• Experience in infrastructure projects such as railways, airports, utilities, or construction.
• Familiarity with ISO 9001 or other quality management standards, especially as it relates to document control.
• Expertise in using cloud-based document management systems and project management platforms.
• Familiarity with electronic document management systems (EDMS) and records management systems.

Parsons equally employs representation at all job levels no matter the race, color, religion, sex (including pregnancy), national origin, age, disability or genetic information.

We truly invest and care about our employee’s wellbeing and provide endless growth opportunities as the sky is the limit, so aim for the stars! Imagine next and join the Parsons quest—APPLY TODAY!

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