Document Controls Manager- Los Angeles, CA

CMTS is currently seeking a Document Controls Manager to join our team!!!

Summary:

The Document Control Manager serves as an advisor to assigned Director and PMO Lead in all matters related to document control and document management systems and procedures to achieve on-time and on-budget document control process delivery. The Manager trains staff, project consultants, and third-party partners; manages and administers required DEN management systems and processes; maintains electronic and hardcopy filing systems, and monitors data integrity, user access, and security for the work stream.

Responsibilities:

• Coordinates with delivery teams and Document Controllers (DCs) to ensure appropriate DC activities are prepared and implemented in alignment with the master schedule for each project phase.
• Coordinates with DCs to workload level across the work stream for workload peaks, valleys, planned, and unplanned DC staff leaves.
• Works across the work stream to ensure processes and tools are implemented as required and assists with related questions/concerns.
• Coordinates with the delivery team and PMO lead to monitor and assess staffing needs and participates in the hiring process.
• Provides input on DC staff annual performance review process.
• Coordinates with the PMO functional team on process and tool issues, including contributing to continuous improvement.
• Coordinates and assists as required with internal audits and/or other required audits.
• Coordinates training for DCs, delivery teams, and external parties as needed.
• Assists DCs and delivery teams with DC process and tool issues and escalates issues as required to the PC Manager and others as appropriate.
• Administers and coordinates with Business Systems to administer document and contract management systems, as applicable, and maintains security of documents according to established security policies and procedures.
• Establishes workflows and monitors documents throughout review processes.
• Provides quality control review of documents and confirms appropriate statuses are applied to record documents prior to distribution.
• Creates distribution lists and issues number of copies required, based on contract requirements and verified direction from the delivery team.
• Performs routine data quality audits and maintains record document logs for progress tracking and document retrieval.
• Verifies relevant information on record documents are provided as required metadata within appropriate systems (e.g. drawing and document number, revision number, document status, review status, document type, and required summary of changes since previously submitted revision).
• Tracks and monitors day-to-day document control activities to organize and ensure that project information is accurate, controlled, transmitted, managed, and archived in alignment with established policies, procedures, and project requirements.
• Assists with project handover and closeout requirements to transfer required information to asset owner groups and assists with transition of information into Asset Management repositories, as required.

Qualifications:

• 8 - 10 years of experience in Document Controls and management experience highly preferred.
• A well-developed understanding of document control and document management systems and industry best practices, and how they should be applied
• Ability to grasp new concepts and requirements and apply as required, as well as ability to convey these to others and assist in implementation.
• Organizational and coordination skills to establish and monitor compliance with document management and control policies and processes.
• MS Office Suite (Outlook, Word, Excel, PowerPoint, etc.), Adobe Acrobat Professional and database administration experience to review and manage document control processes.
• Strong knowledge of current JACOBS/DEN systems (Aconex, Unifier), and ability to learn and implement new systems and enhancements as required.
• Excellent interpersonal and verbal/written/presentation communication skills.
• Demonstrated ability to review and edit documents for compliance with document control policies and processes, act as a point of contact between the department and internal stakeholders and develop and deliver training.
• Strong collaboration skills and ability to work with multiple teams, colleagues and internal and external stakeholders.

Required Education:

Bachelor's Degree or equivalent experience.

CMTS LLC offers 100% company-paid medical, dental, vision, life and long-term disability insurance coverage for employees.

CMTS, LLC is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, pregnancy, veteran status, sexual orientation, genetic information, arrest record, or any other characteristic protected by applicable federal, state or local laws. Our Management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.