Project Controls Specialist - ...

AACE International - United Kingdom; New York (NY); On-site; USD 79,000 - 102,000; Full time

Job summary

Amtrak is seeking a detail-oriented Document Control professional to manage and safeguard project documents across lifecycle. You will ensure accurate information distribution and maintain strict version control and filing structures.

You will coordinate communications, support digital archiving from Procore to Amtrak’s cloud storage, and assist teams with meeting agendas, minutes, drawings, and RFIs. This role demands strong organization and familiarity with SharePoint and project controls.

Qualifications

• Bachelor's Degree or equivalent with relevant experience.
• 3 years of prior relevant experience required
• 5+ years of relevant experience preferred
• Knowledge of contract administration and project controls is beneficial.

Responsibilities

• Enforce document control procedures across project lifecycle.
• Manage project documents received, archived, and distributed.
• Maintain document folder structures and version control.
• Coordinate communications, meeting notes, and action items.
• Support digital archiving from Procore to cloud storage.
• Assist in compiling drawings, specifications, and RFIs.
• Retrieve and process submittals and invoices for reimbursement.

Skills

Document control

SharePoint

Aurigo Masterworks

Procore

MS Project

Communication

Data organization

Cost/schedule estimation

Education

Bachelor's Degree

Tools

SharePoint

Aurigo Masterworks

Procore

SAP

BPC

MasterWorks

MS SharePoint

Job description

Your success is a train ride away!
As we move America’s workforce toward the future, Amtrak connects businesses and communities across the country. We employ more than 20,000 diverse, energetic professionals in a variety of career fields throughout the United States. The safety of our passengers, our employees, the public and our operating environment is our priority, and the success of our railroad is due to our employees.

Your success is a train ride away!
As we move America’s workforce toward the future, Amtrak connects businesses and communities across the country. We employ more than 20,000 diverse, energetic professionals in a variety of career fields throughout the United States. The safety of our passengers, our employees, the public and our operating environment is our priority, and the success of our railroad is due to our employees.Are you ready to join our team?
Our values of ‘Do the Right Thing, Excel Together and Put Customers First’ are at the heart of what matters most to us, and our Core Capabilities, ‘Building Trust, Accountability, Effective Communication, Customer Focus, and Proactive Safety & Security’ are what every employee needs to know and do to be most impactful at Amtrak. By living the Amtrak values, focusing on our capabilities, and actively embracing and fostering diverse ideas, backgrounds, and perspectives, together we will honor our past and make Amtrak a company of the future.Job Summary
Maintain project documents; responsible for ensuring accurate information is distributed throughout an organization, on time, to the people who need it. The individual will be required to review, process, and file documentation as well as manage the smooth running of all documentation operations.Essential Functions

• Enforce procedures intended to oversee the creation, review, approval, release, distribution, access, storage, security, and disposal of documents.
• Primarily responsible for managing project documents that are received, copied or scanned while also ensuring their accuracy, quality and integrity.
• Maintain stringent electronic document control processes for all project related information.
• Maintain and update document folder structure and content.
• Ensure document control quality as it relates to version control, proper filing structure is followed by project team and Amtrak’s PM/CM consultant.
• Assist in digital archiving of final project documents from Procore into Amtrak’s cloud storage system, Aurigo Masterworks EPPM.
• Coordinate all communications including indexing, compilation and distribution of documents as well as meeting notes and assignments.
• Assist project team to develop and maintain documents such as meeting agendas, meeting minutes, drawings, specifications and related items.
• Control the retrieval of documents; Receive and process submittals or shop drawing and requests for information or RFI’s and maintain via tracking logs.
• Assist project team with organizing and compiling forms, drawings, documents and receipts and tracking logs for reimbursable invoicing.
• Responsible for all activities detailed above, while gathering documents from parties across the project (e.g., Project Director, Project/Construction Managers, Contractor, Consultant, Stakeholder, etc.) and receiving approval from Sr. Principal Project Manager on any areas impacting project work.

Minimum Qualifications

• Bachelor’s Degree required or equivalent combination of training, education and relevant experience may be considered in lieu of a degree. Plus,
• 3 years of prior relevant experience required
• 5+ years of relevant experience preferred

Preferred Qualifications

• Knowledge of contracts and contract administration including its assessment and implementation at each phase of the project.
• Six Sigma Green Belt
• PMP-SP or RMP

Knowledge, Skills, and Abilities

• Working knowledge of Project Controls management relating to cost, scheduling and estimating at a project level.
• Working knowledge of document control management
• Experienced SharePoint, Aurigo Masterworks Solution Suite, Procore user
• Ability to organize and analyze large volumes of financial, risk and schedule performance data
• Microsoft Office (Word, Excel, Visio, PowerPoint, MS Project), MS SharePoint, SAP, BPC, MasterWorks
• Strong oral and written communication skills across all levels

Environmental Conditions/Physical Demands

• Office building environment.
• Work in cubicle setting; stand, sit, bend, twist, use file drawers.
• Sit at computer to complete assignments, projects, and majority of tasks.
• Ability to work under pressure.

The salary/hourly range is $78,600.00 – $101,844.00. Pay is based on several factors including but not limited to education, work experience, certifications, etc. Depending on an employee’s assigned worksite or location, Amtrak may consider a geo-pay differential to be applied to the employee’s base salary. Amtrak may offer additional incentive and pay programs to recognize and reward our employees, including a short-term incentive bonus based upon factors such as individual and company performance that is commensurate with the level of the position.Learn About Our Benefits Offerings Here.
Requisition ID:167099
Work Arrangement:06-Onsite 4/5 Days Click here for more information about work arrangements at Amtrak.Relocation Offered:No
Travel Requirements:Up to 25%You power our progress through your performance.
We want your work at Amtrak to be more than a job. We want your career at Amtrak to be a fulfilling experience where you find challenging work, rewarding opportunities, respect among colleagues, and attractive compensation. Amtrak maintains a culture that values high performance and recognizes individual employee contributions.
Amtrak is committed to a safe workplace free of drugs and alcohol. All Amtrak positions requires a pre-employment background check that includes prior employment verification, a criminal history check and a pre-employment drug screen.
Candidates who test positive for marijuana will be disqualified, regardless of any state or local statute, ordinance, regulation, or other law that legalizes or decriminalizes the use or possession of marijuana, whether for medical, recreational, or other use. Amtrak's pre-employment drug testing program is administered in accordance with DOT regulations and applicable law.
In accordance with DOT regulations (49 CFR

• 40.25), Amtrak is required to obtain prior drug and alcohol testing records for applicants/employees intending to perform safety-sensitive duties for covered Department of Transportation positions. If an applicant/employee refuses to provide written consent for Amtrak to obtain these records, the individual will not be permitted to perform safety-sensitive functions.
  

In accordance with federal law governing security checks of covered individuals for providers of public transportation (Title 6 U.S.C.

• 1143), Amtrak is required to screen applicants for any permanent or interim disqualifying criminal offenses.
  

Note that any education requirement listed above may be deemed satisfied if you have an equivalent combination of education, training and experience.
Amtrak is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race/color, to include traits historically associated with race, including but not limited to, hair texture and hairstyles such as braids, locks and twists, religion, sex (including pregnancy, childbirth and related conditions, such as lactation), national origin/ethnicity, disability (intellectual, mental and physical), veteran status, marital status, ancestry, sexual orientation, gender identity and gender expression, genetic information, citizenship or any other personal characteristics protected by law.
Job Information
Job Category
Transportation
Salary
$78,600 - $101,844 Per Year
Position Type
Full Time
Experience
2 - 5 years
Education
Bachelor's Degree
AACE Certifications Preferred Or Required
No AACE certification preferred or required