About this Role: The Document Manager will support onsite capital programs for Norfolk Airport Authority and is responsible for overseeing all document and records management operations across assigned programs and projects. This role establishes and enforces the policies, procedures, and security protocols that govern the creation, access, storage, maintenance, and disposition of company information assets. As a true first-level manager, this individual leads a team of document control professionals and serves as the subject matter expert for information governance, compliance, and version control across the organization.
The Document Manager operates with a high degree of autonomy and is accountable for ensuring that all documentation practices meet internal quality standards as well as the requirements of governing authorities and client agreements.
Key Responsibilities:- Establishes team goals and milestones, monitors performance, and ensures adherence to approved budgets and project timelines.
- Oversees all document and record control operations, policies, and procedures for the secure management and access of company information assets.
- Establishes and enforces security protocols governing the access, storage, backup, maintenance, reproduction, protection, and disposition of all project and corporate documents.
- Develops and manages access and control procedures to comply with requirements for varying levels of security classifications as specified by the governing authority.
- Maintains auditing, monitoring, and change control systems to ensure document integrity, quality, and version control across all projects and programs.
- Evaluates media formats and recommends appropriate storage solutions to protect and secure records and information assets.
- Ensures all document control activities comply with applicable regulatory, contractual, and client-specific requirements, including those related to security clearance where applicable.
- Leads internal audits and coordinates with external auditors to verify compliance with document management standards.
- Work with Project Leadership Team to establish document distribution plans and workflow for each assigned project. Maintain document distribution systems, tracking and schedules for assigned projects based on client, project, and contractor requirements. Expedite and track the review, comment, approval, distribution of supplier information produced internally and externally produced project documents throughout the project life cycle.
- Evaluates, implements, and manages electronic document management systems (EDMS) to support program delivery and operational efficiency.
- Identifies opportunities for process improvement and leads initiatives to enhance document control workflows, tools, and standards across the organization.
- Prepare and arrange cataloging, packaging, long-term storage, archiving disposal of project documents at time of project closeout. Attend project coordination meetings as required. Provides status of engineering documents, procurement documents, and submittals as requested by project teams.
- Assemble Engineering Turnover Packages (ETOP), Construction Turnover Packages (CTOP) and other document packages create for project record.
- Provides training and guidance to project teams on document control best practices, systems, and compliance requirements.
Qualifications/Requirements:- Bachelor's degree in Construction Management, Architecture, Engineering, or related field.
- Bachelor's degree in Information Management, Business Administration, Construction Management, or a related field.
- Minimum of 5 years of experience in document control or records management
- Extensive knowledge of document control principles, practices, and electronic document management systems (EDMS).
- Experience working within capital programs, construction, government, or other regulated industries strongly preferred.
- Demonstrated ability to develop and implement document control policies, procedures, and security classifications.
- May require the ability to obtain and maintain a security clearance, depending on project assignment.
- Strong proficiency in Microsoft Office Suite; experience with industry EDMS platforms (e.g., Procore, Aconex, SharePoint, or similar).
- Excellent organizational, communication, and leadership skills with the ability to manage competing priorities in a fast-paced environment.
What's In It For You: - Company-paid life and disability insurance
- Optional benefits like pet insurance, legal, and supplemental health plans
- 401(k) with day-one eligibility, 3% safe harbor, plus up to 2.5% company match
- Generous time off: 10 paid holidays and PTO starting at 15 days, growing up to 25
- Access to Consertus Academy for continuous learning and development
