Project Coordinator, Document Controller – Owner Side

Jobtailor; New York (NY); On-site; USD 95,000 - 140,000; Full time

Job summary

Jobtailor is seeking a seasoned Document Controller in New York City to own the project document control framework for a high-value development program. You will manage drawings, RFIs, submittals, field documentation, and distribution lists in a multi-stakeholder environment.

Responsibilities include administering the common data environment, tracking design submissions and regulatory packages, and producing governance reports for senior leadership.

Qualifications

• Experience as a Document Controller or similar on large-scale design/construction projects in New York City.
• Experience supporting owner/developer teams on multi-stakeholder projects.
• Knowledge of document control for drawings, specifications, RFIs, submittals, transmittals, meeting records, and turnover packages.
• Experience coordinating docs with Port Authority reviews, QAD processes, and authority submissions.
• Proficiency with document management platforms (Aconex, Procore, SharePoint, Bluebeam).

Responsibilities

• Own and manage the project document control framework for a high-value, multi-stakeholder development program.
• Maintain drawing registers, submittals, RFIs, transmittals, meeting records, correspondence, and change documentation.
• Administer the project's common data environment and document management systems, including permissions and workflows.
• Produce regular document control reports highlighting overdue reviews, aging items, and governance risks.
• Support executive meetings with document logs, action registers, and decision records.
• Implement quality assurance reviews for document completeness and revision accuracy.

Skills

Document management

Attention to detail

Communication

Organizational skills

Stakeholder coordination

Risk awareness

Tools

Aconex

Autodesk Construction Cloud

Procore

SharePoint

Bluebeam

Job description

• Own and manage the project document control framework for a high-value, multi-stakeholder development program
• Maintain drawing registers, submittals, RFIs, transmittals, meeting records, correspondence, change documentation, closeout records, and controlled distribution lists
• Maintain accurate, current, and auditable records across Base Build and Interiors workstreams
• Ensure documents are properly named, versioned, reviewed, approved, superseded, archived, and retrievable
• Attend stakeholder meetings to record ongoing conversations and redline minutes
• Coordinate document workflows among the owner, developer, construction manager, design teams, consultants, trade partners, Port Authority stakeholders, QAD reviewers, and other authorities
• Administer the project's common data environment and document management systems, including permissions, metadata, workflows, review cycles, reporting dashboards, and document status tracking
• Track and expedite design submissions, regulatory packages, Port Authority submissions, QAD comments, RFIs, submittals, bulletins, field directives, change orders, mock‑up records, inspection documentation, and closeout deliverables
• Administer access to and document workflows between Port Authority, developer, consultant, contractor, and owner environments
• Maintain coordinated controls for Base Build and Interiors documentation across structure, MEP systems, security, technology, life safety, vertical transportation, workplace amenities, and tenant spaces
• Produce regular document control reports highlighting overdue reviews, aging items, unresolved comments, missing deliverables, revision conflicts, approval status, and schedule or governance risks
• Support executive meetings, workshops, and governance forums by preparing document logs, action registers, submission trackers, decision records, and follow‑up materials
• Implement quality assurance reviews for document completeness, naming compliance, revision accuracy, reviewer assignment, comment resolution, and record consistency
• Partner with design management, construction, legal, procurement, risk management, and operations teams to support commercial decisions, audit readiness, claims avoidance, turnover, and operational handover
• Maintain the official source of truth for project documentation, approvals, decision records, governance records, and executive reporting
• Manage Port Authority and QAD logs, submissions, comments, responses, approvals, and closeout records
• Deliver accurate reporting on document status, risks, upcoming submissions, overdue actions, and compliance metrics

Requirements

• Experience as a Document Controller, Document Control Manager, Project Administrator, or similar role supporting large-scale design and construction projects in New York City
• Direct experience supporting owner-side, developer-side, or owner's representative project delivery organizations
• Demonstrated experience controlling documentation for both Base Build and Interiors scopes, including management of interface risks between building infrastructure and tenant fit-out requirements
• Strong knowledge of document control processes for drawings, specifications, RFIs, submittals, transmittals, meeting records, change documentation, inspection reports, closeout documentation, and turnover packages
• Experience coordinating documentation associated with Port Authority reviews, QAD processes, authority submissions, or comparable agency-driven review workflows
• Strong understanding of document naming conventions, revision control, metadata management, access permissions, distribution controls, audit trails, and records retention requirements
• Proficiency with project collaboration and document management platforms such as Aconex, Autodesk Construction Cloud, Procore, SharePoint, Bluebeam, or comparable systems
• Ability to work effectively with owners, developers, architects, engineers, construction managers, trade partners, legal teams, consultants, and operations stakeholders
• Strong attention to detail, organizational skills, confidentiality, and professional judgment when handling sensitive project information
• Excellent verbal and written communication skills with the ability to prepare concise and accurate reporting for senior leadership
• Preferred: Experience supporting mega projects, headquarters developments, transportation-oriented developments, public-private projects, or major commercial office developments in New York City
• Preferred: Prior experience working directly with Port Authority requirements, QAD review processes, developer governance frameworks, or authority-facing submission workflows
• Preferred: Experience supporting both Core & Shell and Interiors programs simultaneously within a complex development environment
• Preferred: Experience working within an owner's representative, developer, construction management, architecture, engineering, or program management environment
• Preferred: Advanced reporting and analytics capabilities, including development of document tracking dashboards and executive status reports
• Preferred: Familiarity with project controls, schedule management, procurement, risk management, change management, commissioning, and turnover processes
• Preferred: Ability to establish and continuously improve document control procedures, templates, workflows, folder structures, governance requirements, and training materials
• Employment eligibility to work with American Express in the United States is required; American Express will not pursue visa sponsorship for these positions

Core Competencies

Demonstrates expertise in document control processes, including management of drawings, specifications, RFIs, and submittals, while ensuring compliance with Port Authority and QAD requirements. Proficient in utilizing document management systems to maintain accurate records and facilitate effective communication among stakeholders.

Highest-signal resume keywords

• Document Control Management
• Port Authority Submission Coordination
• Aconex Proficiency
• Attention to Detail
• Effective Communication

ATS Optimization Keywords

Hard Skills

• Document Control Processes
• Revision Control
• Metadata Management
• Records RetentionChange Documentation Management
• Inspection Report Management
• Closeout Documentation Management
• Document Workflow Coordination
• Quality Assurance Reviews
• Document Status Reporting

Soft Skills

• Organizational Skills
• Confidentiality
• Professional Judgment

Industry Keywords

• Base Build
• Interiors
• Mega Projects
• Public-Private Projects
• Construction Management
• Owner's Representative
• Developer Governance Frameworks

Tools & Technologies

• Aconex
• Autodesk Construction Cloud
• Procore
• SharePoint
• Bluebeam