Document Controller (00582)

Document Controller

The Document Controller plays a strategic role in developing, managing, and enhancing the organization's document control framework across departments and projects. This role not only ensures the integrity, accuracy, and accessibility of critical operational, regulatory, and compliance documents but also leads initiatives to improve document management practices, standardization, and automation. The Document Controller collaborates cross-functionally with stakeholders across departments, provides guidance on documentation standards, contributes to audits and compliance initiatives, and plays a key role in optimizing systems and workflows. The position requires a strong command of electronic document management systems (EDMS), regulatory frameworks, workflow automation, and database management to support operational excellence and compliance.

Organizational Responsibilities

• Leads or co-leads document control projects and initiatives to improve document lifecycle management and ensure alignment with regulatory standards and organizational goals.
• Oversees daily document management activities while mentoring junior staff and providing guidance on documentation standards, compliance requirements, and best practices.
• Collaborates with internal departments to develop, implement, and maintain standardized templates, controlled vocabularies, and taxonomies to support consistency and searchability.
• Designs and maintains structured databases and repositories using Microsoft Access, SQL Server, or Oracle to enhance data storage, access, and reporting capabilities.
• Serves as a subject matter expert in version control systems, ensuring change management procedures are followed and that the latest approved versions of documents are available across systems.
• Interprets and supports complex technical documents, drawings (e.g., CAD files), and specifications to ensure proper categorization and integration into document systems.
• Develops and refines metadata schemas and classification systems to improve document indexing and retrieval efficiency.
• Evaluates and implements enhancements to EDMS and document control procedures in response to evolving regulatory or operational requirements.
• Ensures compliance with internal document control policies and external regulations (e.g., ISO, FDA, GMP, etc.) and contributes to audit preparation and response efforts.
• Implements and enforces access controls, encryption, and secure document handling protocols in accordance with data protection and information security policies.
• Identifies and implements workflow automation opportunities using tools like Nintex, Power Automate, or other BPM platforms to streamline document-related processes.
• Partners with project management and IT teams to lead process optimization efforts related to document lifecycle and information governance.
• Maintains a high degree of accuracy, attention to detail, and document integrity when handling high volumes of documentation across departments.
• Communicates effectively across cross-functional teams to resolve documentation issues, support training efforts, and foster a culture of compliance and continuous improvement.
• Supports other duties as assigned, including contributing to policy development and internal audits.
• Other duties as assigned.

Qualifications

• Bachelor's degree in Civil Engineering, Construction Management, Information Management, Business Administration, Library Science, or a related discipline strongly preferred; equivalent work experience may be considered.
• 3+ years of experience in document control, records management, or a related field within a regulated or operational environment such as transportation infrastructure, public transit, or municipal public works projects.
• Proficient knowledge of document management systems (e.g., SharePoint, OpenText, Documentum) and experience with system configuration, workflows, and user support.
• Proficient in electronic document management systems (EDMS) and version control tools with proven success in implementing best practices.
• Strong understanding of database systems (Microsoft Access, SQL Server, Oracle) and their application in document storage and retrieval solutions.
• Experience with a variety of file types and technical documentation (PDFs, DOCX, XLSX, CAD files) and managing conversions and integrations.
• Proficient in workflow automation platforms (e.g., Power Automate, Nintex) and able to build, test, and deploy automation solutions.
• In-depth understanding of metadata structures, document taxonomies, and indexing strategies for improved document categorization and access.
• Demonstrated ability to interpret, review, and manage technical drawings and specifications.
• Familiar with data security and access management best practices, including file encryption, role-based access controls, and secure transfer protocols.
• Proven track record of leading process improvement initiatives, training colleagues, and proactively identifying areas for efficiency gains.

Note: This opportunity is available at multiple levels. Final placement will be determined based on the selected candidate's experience, skills, and alignment with business needs. We are committed to providing fair and equitable consideration for all applicants.

Location and Commitments

• Overtime work may be required occasionally to ensure certain deliverables are completed on time
• Weekend work is rare but occasionally may be necessary

Physical Requirements & Working Conditions

• Prolonged periods sitting at a desk and working on a computer.
• The person in this position needs to occasionally move about inside the office environment including the use of stairs.
• Ability to adjust focus, especially due to concentration on a computer screen.
• Must communicate frequently with other departments and employees both verbally and in writing.
• May need to lift and carry up to 15 pounds and/or position the body to reach items on the floor/below knee level or overhead.

$76,837 - $90,284 a year The salary range for this position is $76,837 to $90,284. A hired employee will be placed within this salary range based on a variety of legitimate business reasons, including but not limited to the individual's scope of relevant experience and geographic location.

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.