Senior Document Control Specialist

Mace; New York (NY); Hybrid; USD 108,000 - 132,000; Full time

Benefits offered by this job

Hybrid working

Flexible hours

Job summary

Mace in New York seeks an experienced Document Controller to oversee project documentation for a major infrastructure program. You will organize, audit, and manage document workflows across SharePoint, eBuilder, PM Web, Oracle, and Kahua, ensuring timely reviews and version control.

Collaborating with internal and external stakeholders, you will drive accuracy, support training, and generate status reports while maintaining compliance with project standards.

Qualifications

• 5+ years of document control experience on large infrastructure or transit projects.
• Proficiency with PMIS tools (SharePoint, eBuilder, PM Web, Oracle, Kahua) and Windows-based software.
• Strong attention to detail and document organization in high-pressure environments.
• Excellent communication and coordination skills with multiple stakeholders.

Responsibilities

• Oversee and maintain comprehensive project documentation in alignment with standards.
• Organize, classify, and store documents using PMIS tools for accessibility and accuracy.
• Coordinate with stakeholders to facilitate document reviews within a 10-day turnaround.
• Track pending reviews to maintain momentum and implement version control.
• Conduct regular audits to ensure regulatory and project standard compliance.
• Manage document workflows, troubleshoot issues, and train team members.
• Generate and distribute regular document control reports and status updates.
• Maintain clear communication channels to meet deadlines on an aggressive schedule.

Skills

Attention to detail

Communication skills

Stakeholder coordination

Tools

PMIS: SharePoint, eBuilder, PM Web, Oracle, Kahua

Windows-based software

Job description

At Mace, our purpose is to redefine the boundaries of ambition. We believe in creating places that are responsible, bringing transformative impact to our people, communities, and societies across the globe. To learn more about our purpose, culture, and priorities, visit our strategy site.

Within our consult business we harness our unique combination of leading-edge practical expertise and project delivery consultancy to unlock the potential in every project.

The Project

Mace, as part of MPA delivery partner joint venture of Mace-Parsons-Arcadis, have been selected as the Gateway Development Commissions partners of choice to support the GDC across the Gateway Program in New York, inclusive of the Hudson Tunnel Project.

The busiest rail connection between New York, New Jersey, and the Northeast Corridor, the Hudson Tunnel Project will improve capacity, reliability, and resiliency of commuter and intercity rail transit serving 800,000 daily passengers from Washington, D.C. to New York and New England. A milestone project supported by the bipartisan Infrastructure Investment and Jobs Act (IIJA), the project is slated to receive nearly $12 billion in federal funding, the largest investment in a mass transit project in modern history.

Our Values Shape The Way We Consult, And Define The People We Want To Join Us On Our Journey, They Are

• Safety First - Going Home Safe and Well.
• Client Focus - Deliver on Our Promise.
• Integrity - Always Do the Right Thing.
• Create Opportunity - For Our People to Excel.

You’ll Be Responsible For

• Oversee and maintain comprehensive project documentation in alignment with project standards and protocols. Organize, classify, and store documents using PMIS tools (SharePoint, eBuilder, PM Web, Oracle, Kahua) to ensure accessibility and accuracy.
• Coordinate with internal and external stakeholders to facilitate document reviews and approvals within a 10-day turnaround.
• Actively track and follow up on pending reviews to ensure timely feedback and maintain project momentum. - Implement version control practices to ensure all documents are current, accurate, and meet project requirements.
• Conduct regular audits and quality checks to maintain document integrity, ensuring compliance with regulatory and project standards.
• Manage document workflows within PMIS tools, troubleshooting issues, and ensuring all team members are proficient in using relevant software.
• Provide training and support to team members on document control processes and software usage as needed.
• Generate and distribute regular document control reports, including status updates on review cycles and outstanding document actions.
• Maintain clear communication channels with project teams, offering proactive support to meet document deadlines in an aggressive project schedule.

You’ll Need To Have

• 5+ years’ experience required, preferably within large infrastructure / transit projects
• Needs to be proficiency with PMIS tools (SharePoint, eBuilder, PM Web, Oracle, Kahua) and Windows-based software.
• Strong attention to detail and document organization abilities in high-pressure, fast-paced environments.
• Excellent communication and follow-up skills to coordinate with multiple stakeholders and meet project deadlines.
• Need to have at least five plus years in document control within engineering/construction.

Note:

The estimated starting salary for this position is $120k. Starting salary may vary based on permissible, non-discriminatory factors such as experience, skills and qualifications.

Mace is an inclusive employer and welcomes interest from a diverse range of candidates.

We are also open to discussing part time, flexible, and hybrid working options if suitable with-in the role.