Document Control Manager

Fronza & Francis, LLC; Seattle (WA); Hybrid; USD 80,000 - 115,000; Full time

Job summary

Fronza & Francis, LLC seeks a Document Control Manager to oversee document control operations, establish secure access, and maintain version control across projects. The role focuses on implementing and refining EDMS processes and templates while coordinating with project controls and scheduling teams.

The ideal candidate has a Bachelor’s degree or equivalent and 3+ years of management experience in document control or project controls, with hands-on EDMS rollout experience.

Qualifications

• Bachelor’s degree or equivalent required.
• 3+ years of related management experience.
• Experience rolling out an EDMS.

Responsibilities

• Develop and maintain document control plan and procedures for lifecycle management.
• Collaborate with cross-functional groups to assess document management needs.
• Maintain document numbering and file naming systems.
• Quality checking and transmitting project deliverables; manage automated review workflows.
• Ensure EDMS usage across all departments and track deliverables.

Skills

EDMS experience

Project coordination

Risk management

Education

Bachelor’s Degree or equivalent

Tools

Aconex

Oracle

SAP

Procore

Prolog

ProjectWise

Fieldwire

AdorePlus

Citrix

SharePoint

Job description

Job title: Document Control Manager

Location: Seattle, WA

Job Type: Hybrid / In-Office

Employment Type: Full-Time

Salary Range: TBD

Company Description

Fronza & Francis is a high-performance multi-state certified, women owned firm that provides excellent customer-oriented services to industry clients. Our services consist of project management, construction management, project controls, Contract Administration and Contract Compliance support services to both private and public sector companies. We have an integrated and scalable range of services which help our clients achieve their goals on projects of varying scope, budget, schedule, and complexity.

Job Description

As a Document Control Manager, you will be responsible for overseeing documents and recording control operations, policies, and procedures for secure management and access of project information. Establish security protocols for the access, storage, backup, maintenance, reproduction, protection, and disposition of all documents. Maintains auditing, monitoring, and change control systems to ensure document integrity, quality, transparency, and version control. Establishes a framework for identifying, collecting, distributing, and filing controlled documents for the project. This involves maintaining document control procedures and developing control tools, work instructions, and templates.

Key Responsibilities

• Develop, update, and maintain project document control plan and procedures for effective document lifecycle management.
• Collaborate with cross-functional groups to assess their document management needs and provide guidance on best practices.
• Develop and maintain document numbering and file naming system and procedures.
• Quality checking, registering, classifying, tracking and transmitting of project document deliverables.
• Manage and automate review process workflows.
• Ensure consistent use of the EDMS across all functional departments on the project.
• Maintain a live deliverables list, showing current dates, statuses, and forecast of document deliverables.
• Work with project controls and scheduling to ensure deliverable dates are incorporated into the EDMS for effective tracking of deliverables.
• Review, catalogue, and distribute all consultant drawings, shop drawings and submittals from other stakeholders as required.
• Comply with all health and safety procedures as required by the project and law requirements.
• Quality check all documents for conformance to plans, specifications, and EDMS requirements.
• Follow-up on deficiency lists and assist with scheduling and coordinating subcontractors.
• Provide scheduled, structured training for all users of the EDMS, both internally and externally.
• Coordinate with clients and other stakeholders to resolve document control issues to obtain final approval/ensure smooth operation of all functions.
• Offer input towards continuous system improvement.
• Identify risks and participate in the preparation of risk reports if required.

Qualifications

Basic Requirements

• Bachelor’s Degree or equivalent technical degree or equivalent experience
• 3+ years related management experience
• Experience with rolling out an EDMS

Preferred Qualifications

• Project Management
• Project Controls
• Procurement Management
• Facility Commission, Testing and Startup
• Project Coordination
• Closeout

Skills And Competencies

• MS Office Suite
• Aconex, Oracle, SAP, Procore, Prolog, ProjectWise, Fieldwire, AdorePlus, Citrix
• SharePoint

Equal Employment Opportunity Statement

Fronza & Francis is an equal opportunity employer. We welcome diversity and are committed to creating an inclusive workplace for all. All employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, or veteran status.