Records Manager, Coordinated Construction Project Control Services, Chicago

Full time, permanent position. This is a hybrid position that works 3 days/week in the office in downtown Chicago and 2 days/week remotely. The client can change the in-office requirement at any time.

Salary commensurate with experience; range: $93,000 - $118,000 / year

ABOUT COORDINATED CONSTRUCTION PROJECT CONTROL SERVICES:
WBE Certified Engineering/Construction Consultant Specializing in CPM Scheduling, Cost Estimating, Change Order Analysis, Program/Project Management, and Owner Representative Services
Coordinated Construction Project Control Services

Job Description:

This position will work in the offices of a mass transit agency in downtown Chicago, for a large capital program. The Records Manager will be responsible for the management, control, storage, retrieval, tracking and transmittal of documents. This position undertakes various functions related to document management, archiving, imaging and maintenance of documents, including transmittals, engineering and construction deliverables and submittals; assists the project team in the coordination and management of documents for inclusion in procurement packages for construction contracts; and performs assigned administrative duties.

Key roles and Responsibilities include:

• Develop and maintain the Capital Improvement Records Management Program
• Develop and implement the Infrastructure Records Retention Schedule used to classify and index records
  o Create and administer file naming conventions and filing guidance
  o Train staff and project personnel in policies and procedures
• Oversee document control functionality in project management system (e-Builder)
  o Establish standard project set-up structures for efficient document retrieval and appropriate access and permissions
  o Assign project names and identification numbers to establish project sites
  o Provide framework for project metadata application for accurate reporting
• Establish Electronic Document Management System (EDMS)
  o Work with the Engineering Project Manager to implement the EDMS
  o Create metadata and search standards for records retrieval
  o Define rules and requirements for electronic records preservation and destruction

The qualified candidate will have a bachelor's degree in library and information science, architecture, records management or demonstrated equivalent combination of education, skills, knowledge, abilities and experience; a minimum of 8 years of industry experience; experience in document control within engineering organizations and for major construction projects and/or major transit capital work programs; possess a thorough understanding of document control policies and procedures. Strong interpersonal, communication and customer service skills and ability to prioritize, manage time effectively, multitask and troubleshoot are required. Candidate must have the ability to take instructions from and work alongside the stakeholder community; the ability to form successful partnerships with all stakeholders to build confidence and maximize efficiency, added value and synergies; the ability to promote and deliver high level of customer service to internal clients; the ability to effectively communicate with stakeholders and project team. A full proficiency with web-based project management and electronic document and data base management systems and MS Office is required.

Any successful applicant must be legally able to reside and work in the United States at the time of employment. Foreign worker sponsorship will not be offered. The successful applicant must have a complete and thorough knowledge and fluency of the English language (both written and spoken). If the successful applicant graduated from a university outside the United States, applicant must be prepared to submit certified proof their degree is equivalent to that awarded in the United States. Such applicants should provide certified accreditation(s) from a reputable agency within the United States.

The job is located in downtown Chicago, IL. Local candidates are preferred.

To Apply: SEND RESUME TO INFO@COORDCPCS.COM

Application deadline: January 15, 2025