Records Management Analyst, Coordinated Construction Project Control Services, Chicago

Full-time

SALARY: $75,000-90,000, commensurate with experience.

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

JOB DESCRIPTION:
Coordinated Construction Project Control Services has a Records Management Analyst position open. This position provides support to a large interdisciplinary Capital Program team in Chicago, IL. It provides records management support services including, but not limited to, ProjectWise records migration preparation, conducting electronic records inventories and audits, metadata analysis and transformation, and updating and maintaining records retention policies.

POSITION DESCRIPTION:
The Records Manager Analyst reports directly to the Records Manager. The Records Management Analyst works collaboratively with the Records Manager and the Engineering Project Planning Coordinator to manage the migration process, including preparation of digital records, metadata evaluation and planning, and script development, into the Electronic Document Management System (EDMS) for the Engineering Department. The Records Management Analyst will also conduct electronic records inventories and audits, update and maintain records retention policies, and manage EDMS document management and administration. This includes supporting the Records Manager with the management of digital information stored in active systems and file arrangements, as well as legacy records. The Records Manager Analyst also assists the compliance with governance of documents and information in the Project Management System (e-Builder) including folder structure, file naming, and document retrieval.

KEY RESPONSIBLILIES INCLUDE:
Supporting records maintenance duties within the CIP Records Management Program under the direction of the Records Manager, including but not limited to:
• Implement the Infrastructure Records Retention Schedule used to classify and index records.
• Administer file naming conventions and filing guidance.
• Train staff and project personnel in policies, procedures, and workflows.
• Perform records and metadata migration.
• Perform electronic records inventories of shared drives and other systems of record.
• Define rules, requirements, and workflows for electronic records transfer, preservation, retention, and destruction.

Support use of Electronic Document Management System (EDMS):
• Create and maintain metadata and search standards for records retrieval.
• Provide user support and training.
• Support records and reference inquiries.
• Apply metadata and classify records from Engineering systems both for migration into the EDMS and remediation of previously migrated records.
• Conduct digital records inventories for future records migration initiatives.
• Identify and classify documents or other electronic content according to characteristics such as security level, function, and metadata.
• Assist with document management in EDMS.
• Development of document or content classification taxonomies to facilitate information capture, search, and retrieval.

PREFERRED QUALIFICATIONS:
• A bachelor’s degree in library science or related field and five to seven years of experience in the field of library science, information management, digital collections and preservation, or equivalent fields of practice.
• Flexibility in working simultaneously with multiple client-focused assignments and priorities.
• Effectively use software such as Adobe Acrobat, Microsoft Access, Microsoft Excel, Visual Basic, TreeSize Pro, PowerShell, Notepad ++, Bluebeam Revu and image viewing software to prepare and maintain digital records.
• Knowledge of current trends in metadata standards and practices.
• Ability to create training curricula and conduct virtual trainings using Zoom or Teams.

For more information and to apply, contact Jacqueline Doyle, jdoyle@coordcpcs.com

Deadline to apply: August 15, 2025